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Applicant Privacy Notice

Who we are

All references to ‘we’, ‘us’ or ‘the company’ in this Privacy Notice refer to the following organisation:
Saloca Ltd, trading as Appointedd

Registered address:
Suite 2 Ground Floor
Orchard Brae House
30 Queensferry Road
Edinburgh
EH4 2HS

Postal address:
14 King’s Stables Road
Edinburgh
EH1 2JY

informationsecurity@appointedd.com

Our role in processing your personal data

When you submit a job application to us, we act as the data controller of the personal data processed in relation to your application. This means that we are responsible for deciding how we collect, use and store information about you regarding your application.

Personal data processed as part of your application

Personal data we collect to assess your suitability for the position

As part of the application process, we will only process data that is related to your application. This includes the following (‘Application File Data’):

  • Personal Identification Information: Includes your first name, last name, title, date of birth, photographic identification.
  • Contact Information: Your home address, email address, and phone numbers.
  • Professional Information: Employment history, qualifications, CV, cover letter, interview notes, and results from any assessments or tests.
  • Any additional personal data which you share with us during the course of email communications.

Personal data we collect to confirm your eligibility for employment

Should we decide to initiate the process towards concluding an employment contract with you, we will need to conduct assessments to verify your eligibility for employment.

Right to work check

We are required under UK employment law to verify your right to work in the UK. In order to conduct this verification, we will process the following personal data (‘Right to Work Data’):

  • Photographic identification
  • Evidence of nationality (e.g. passport)
  • Evidence of immigration status, such as visa details, biometric residence permit, immigration status document, work permit or other document confirming eligibility to work in the UK.

Purposes and legal basis for processing

We only process your personal data when we have a lawful basis for doing so. In particular, we process your personal data for the following purposes and under the following legal bases:

Purpose: Assessing suitability for the position being applied for
Categories of data: Application File Data
Legal Basis: Contract

Purpose: Implementation of pre-contractual measures
Categories of data: Application File Data
Legal Basis: Contract

Purpose: Verifying your right to work in the UK
Categories of data: Right to Work Data
Legal Basis: Legal obligation

Please note:

  • Where your data is processed under the performance of a contract or for a legal obligation, if you do not provide the data requested, we will be unable to advance your application.
  • Where we process your personal data on the grounds of our legitimate interests, you have the right to object to the processing of your personal data. Whether your objection is successful will depend on a balancing of interests assessment, weighing the legitimate interests in question against your individual rights and interests.

What do we mean by “legal basis”?

We are only able to use your personal data when the law allows us to. This is called the legal basis. Regarding the above purposes, the legal basis listed for each are explained below:

Consent – You have given us your consent to process your personal data for the specific purpose we have explained to you. You have the right to withdraw your consent at any time. To do so please contact us or the Data Protection Officer via the details supplied below.

Contract – We need to use your data to fulfil a contract you have with us. Alternatively, it’s necessary to use your data because we have asked you to, or you have taken yourself, specific steps before entering that contract.

Legal Obligation – We need to use your data to comply with the law.

Vital Interests – Processing your data is necessary to protect your vital interests or of another person. For example, to prevent you from serious physical harm.

Public Task – Using your data is necessary for the performance of a task carried out in the public interest, or because it is covered by a task set out in law, for example, for a statutory function.

Legitimate Interests – Processing your data is necessary to support a legitimate interest we or another party has, only where this is not outweighed by your own interests.

Sources of your personal data

Most of the information we collect about you during the application process is provided directly by you.

In addition to personal data we collect directly from you, we also collect personal data from the following sources:

  • Previous employers
  • Recruitment agencies
  • Reference providers

Who we share your personal data with

We only transfer your personal data to external recipients if you have consented or if this is permitted by law.

However, and as with most organisations, we use service providers, and when we use these service providers, it is necessary for us to share your personal data with them. This includes service providers for managing communications such as email service providers, cloud storage providers, virtual meeting providers, and HR portal and system providers.

We have agreements in place with all our providers that oblige them to protect your data.

International Data Transfers

Where your data is transferred outside of the UK, we make sure that your data is given the same level of protection, either because that country have a comparable data protection standard (Adequacy), or by using another safeguard such as an enhanced contractual agreement (i.e. International Data Transfer Agreement).

How long we keep your personal data for

We will delete your personal data as soon as the purposes for storing it mentioned in the ‘Purposes of data processing’ section above no longer apply, you object to the use of your personal data, or you revoke your previously given consent.

However, your personal data may also be stored beyond this, in particular in the following cases:

  • if deletion conflicts with contractual, legal or statutory retention periods
  • for the assertion, exercise or defence of legal claims
  • if this is required for the fulfilment of a legal obligation to which we are subject.

Unsuccessful applications

If an employment relationship between you and us is not established, your personal data will be deleted from the system no later than 12 months after the termination of the process.

Successful applicants

In the event of employment in our company please refer to the employee privacy notice.

Your rights

You have the following rights under the General Data Protection Regulation:

  • right to be informed about how your data is used;
  • right of access to your personal data;
  • right to correction or rectification of your data;
  • right to request deletion of your data;
  • the right to object to the processing of your data;
  • the right to data portability;

In addition, if you have consented to the processing of your personal data, you may revoke your consent at any time. Please note, however, that the lawfulness of the data processing that took place until the revocation is not affected in this case.

Should you wish to exercise the above rights, please send an email to the following email address: informationsecurity@appointedd.com.

In most cases, we will respond to any requests to exercise your rights free of charge and within one month, if not before.

Further information on your right to object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out in the public interest or based on our legitimate interests.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate interests for the processing which override your interests, rights and freedoms, or the processing serves the assertion, exercise or defence of legal claims.

The objection can be made without any formalities.

How to contact our data protection officer

The contact details of our designated data protection officer are as follows:

DataCo International UK Limited
Suite 1, 7th Floor, 50 Broadway
London, United Kingdom
SW1H 0BL

Telephone: +442035146557
Email: privacy@dataguard.co.uk

Complaints

If you are unhappy with any aspect of this privacy notice, or how your personal data is being processed, please contact us.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

By post:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

By live chat: https://ico.org.uk/global/contact-us/live-chat

By email: casework@ico.org.uk

By phone: +44303 123 1113

This notice was created with the support of DataGuard.

Last updated on 11th September 2024