Privacy Notice
During the Recruitment Process
Last updated February 2022
This privacy notice describes how we collect and use personal information about you during the recruitment process. It applies to all candidates for jobs at Paradine Limited (“Paradine”). We are required under data protection law to notify you of the information contained in this notice.
Paradine is committed to protecting the privacy and security of your personal information, so we take great care to ensure your personal information is held in the strictest confidence.
What information do we collect?
We collect a range of information about you as set out below:
- When you apply to us for a job:
- your name and contact details;
- your CV.
If you are invited for an interview and during the interview process:
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which we need to make reasonable adjustments at interview or assessment stage;
- information about your performance at interview;
If we offer you a job:
- Copies of documents to verify your identity such as your passport and driving license;
- Your address and date of birth;
- Marital status and family details;
- National Insurance Number;
- Next of kin and emergency contact information;
- Nationality;
- Information about your entitlement to work in the UK;
- References;
- Information about your criminal record; and
- Information about your health.
We collect this information in a variety of ways. For example, from recruitment agents, CVs or through interviews or other forms of assessment.
Please note that if you have an interview with us, it may be recorded, for monitoring, training and compliance purposes.
For more details of how Paradine will collect, use or otherwise process the personal data we collect from you during recorded events, meetings and voice calls please refer to our Privacy Notice for recorded events, meetings and calls.
If we make a job offer to you, we will ask you to provide information containing the above data and further information about yourself, your experience, education and qualifications.
We also normally collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and ask for your consent to do so.
How do we use your personal data?
We have a legitimate interest in collecting personal data during the recruitment process and in keeping records of the process. Collecting data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and determine the terms on which a candidate might work for us. We may also need to use data from job applicants to deal with any issues which may arise about the way the recruitment process was conducted.
In some cases, we need to use data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
We may collect health information about candidates in case we need to make reasonable adjustments to the recruitment process for candidates who have a disability.
This is to carry out our obligations and exercise specific rights in relation to employment.
If we offer you a job, we may also ask you to complete a medical form in order that we can ensure your health and safety in the workplace, assess your fitness to work and provide appropriate workplace adjustments.
Who has access to your data?
Your information will only be shared internally for the purposes of the recruitment exercise with members of staff who are involved in interviewing you or otherwise making a decision about your recruitment. We will not share your data with third parties unless we offer you a job.
We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. We will not transfer your data outside the European Economic Area except in instances where data is stored in a data centre outside the EEA and the EU Commission has made an ‘adequacy decision’ in relation to the country where that data centre is located.
How do we protect your data?
We take the security of your data very seriously.
We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our authorised employees in the proper performance of their duties.
For how long do we keep your data?
If your application for employment is unsuccessful, we will hold your data on file for 6 years after the end of the recruitment process, other than the recording of any telephone interview you had with us, which will only be kept for 60 days. Your data will be securely destroyed at the end of these time periods.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment in accordance with the privacy policy applicable to employees.
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 us to change incorrect or incomplete data;
- require us to delete or stop using your data, for example where the data is no longer necessary for the purpose;
- object to the use of your data where we are relying on our legitimate interests as the legal ground for the use of your data; and
- ask us to stop using your data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for the use of your data.
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process.
However, if you do not provide the information, we may not be able to process your application properly or at all.
If you would like to exercise any of these rights, please contact careers@Paradine.com.
Calls, Meeting and Events
Last updated February 2022
How we will use and share your personal data
This notice explains how Paradine will collect, use or otherwise process the personal data we collect from you during recorded events, meetings and voice calls.
Recorded can also mean screen-captured images during such events, meetings or calls.
“Personal data” is information relating to you as a living, identifiable individual.
Further information can be found in relation to other ways we may use your personal data can be found in our Privacy Notice – During the Recruitment Process.
What information may we hold about you?
When you join an online or voice call, you may choose to provide us with your personal information (name, email address, phone number).
Your name may be visible during the meeting or call as it is recorded to ensure we are able to identify participants and where necessary attribute comments or questions accurately.
The purposes and legal basis for processing your personal data
The basis upon which we process your personal data and consequences to you of not providing it depend upon the type of personal data involved, our relationship with you, and the purpose for which the data is needed.
To the extent that we have a contract with you (or one is in prospect), the primary legal basis for processing your personal data is that the processing is necessary for the performance of our contract with you, or in order to take steps at your request prior to entering into a contract.
In addition, processing of your personal data may be necessary for compliance with our legal obligations or processing may be necessary in pursuit of our legitimate interests:
in complying with our legal obligations;
access and obtain a copy of your data on request;
in seeking confidential legal advice when necessary and/or establish or defend legal claims;
in supporting the wellbeing of our current staff and partners and promoting a supportive work environment;
in developing new systems or undertaking training and know-how sharing internally with stakeholders; and
in providing events or know-how of interest to registered contacts
Special category personal data and details of criminal offences
Certain personal data is subject to additional safeguards under data protection legislation.
Such information includes details of;
- your racial or ethnic origin;
- your political opinions;
- your religious beliefs or other beliefs of a similar nature;
- whether you are a member of a trade union;
- your physical or mental health or condition;
- your sexual life;
- the commission or alleged commission by you of any offence, or
- any proceedings for any offence committed or alleged to have been committed by you, the disposal of such proceedings or the sentence of any court in such proceedings.
It may be necessary for us to process some sensitive personal data in order to comply with legal obligations, or if we need to do so in order to seek confidential legal advice or establish or defend legal claims.
Otherwise, we will only process your sensitive personal data with your explicit consent.
If you voluntarily disclose your sensitive personal data during a meeting or call, we shall treat that as your explicit consent for us to hold that data, which otherwise shall only be processed in accordance with this policy.
Where such data is processed by us on the basis of your explicit consent, you may withdraw your consent at any time: this will not affect the lawfulness of any processing based on your consent before you withdrew it.
Who will see or use your data and who might we share it with?
Any personal data collected via recordings will be seen by relevant Paradine staff for the purposes as described above and, depending on the purpose of the recording, it may be necessary for us to share it in full or in part with others, for example, other professional advisers, auditors, counterparties, witnesses, courts and tribunals in order to fulfil our legal obligations or where you ask us to share that data.
From time to time we may invite you to events or meetings that we run jointly with other stakeholders which may be recorded. If you register for such an event then we may share the recording with that stakeholder.
Paradine agents or service providers
We may from time to time use our agents or service providers to assist us in these activities. In these cases, relevant personal data would be provided to and processed by the provider of such services, in accordance with the terms of our contract with them and to the extent appropriate for the performance of that contract.
You will be able to access information on how these service providers may use your personal data when you join the meeting or call or on your request from us.
We do not otherwise share your personal data captured during events, meetings or calls for other marketing purposes.
Transfer of your data to other countries
In the course of carrying out the activities referred to above, we may transfer your data to other countries, which may not have the same legal protections for your data as the UK.
Where data is being transferred outside of the European Economic Area, we will take steps to ensure that your data is adequately protected in accordance with UK legal requirements.
Where we are in a contractual relationship with the recipient, such protection will normally consist at a minimum of appropriate contractual protections agreed between us and the recipient.
How long will we keep your data obtained via events, meetings or calls?
We will keep your data collected during meetings or calls in accordance with our data retention policy. This will vary depending on the purpose for which the meeting or call was recorded.
Your rights over your data and queries on how we use your information
You have the right to request copies of the personal data we hold about you. If you wish to obtain a copy of your personal data, you may contact us by emailing admin@Paradine.com.
You also have the right to ask for inaccuracies in your data to be corrected, and in certain circumstances for us to stop processing your data or for your data to be erased.
Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
If you have any questions about this privacy notice, the practices of this website or your dealings with this website, please use the following contact point: admin@Paradine.com.
If you believe that we have not complied with any of our obligations under data protection laws in the UK, please let us know. You have the right to lodge a complaint with the Information Commissioner’s Office.