Privacy Notice: Recruitment

Overview

This privacy notice tells you about the information the relevant Paydock group company, (further: “Company”) processes about you during the recruitment process. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.   Company and contact details   If you are a candidate located in the United Kingdom or are otherwise being recruited by the team in the United Kingdom, the Company is Paydock Ltd. The Company’s registered address is Arquen House, 4-6 Spicer Street, St. Albans, Hertfordshire, England, AL3 4PQ. You can contact us by post at the above address or by email at [email protected]. If you are a candidate located in Australia or are otherwise being recruited by the team in Australia, the Company is Paydock AUNZ Pty Limited.  The Company’s registered address is L40, 2 Park Street, Sydney NSW 2000, Australia.  You can contact us by post at the above address or by email at [email protected]. Our Data Protection Officer is Rob Coniglio. You can contact him at [email protected] or via our postal address. Please mark the envelope ‘Data Protection Officer’     How PII is collected We collect Candidate personal data in the following ways:

• Personal data that you, the Candidate, give to us;
• Personal data that we receive from other sources;
• Personal data that we collect automatically.

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.   Personal data you give to us   Company needs to know certain information about you in order to provide you with the best opportunities. There are numerous ways you can share your information with us including information provided through an online job site, via email, in person at interviews and/or by any other method. The types of information that receive from you in this way include:

• Key identification and contact information such as name, email address, address, telephone number, date of birth, 
• Education and employment information such as qualifications, experience, information relating to your employment history, skills experience that you provide to Us, as well as your video in case you conduct your interview using the Video Interview feature.
• Financial information;
• Information about criminal convictions or offenses;
• Health information;
• If you contact us, we will keep a record of that correspondence;
• A record of your progress through any hiring process that we may conduct;
• Any assets submitted as part of an assessment round, including, but not limited to, case studies, presentations, answer sheets, online technical assessments, psychometric assessments, written, visual or audio content and portfolios;
• Any other information that you may provide to us directly and when corresponding with us via email or otherwise.

Personal data we receive from other sources   We also receive personal data about Candidates from other sources. Depending on the relevant circumstances and applicable local laws and requirements, this will involve personal data received in the following situations:

• When we search for Candidates via third party sources, such as LinkedIn and other job sites, from which we obtain your personal information;
• Your referees may disclose personal information about you;
• Our Clients, Suppliers, other Candidates and our colleagues within the Company (e.g. in the context of them making a referral) may share personal information about you with us;
• We receive your personal information from Facebook, Linkedin, Tiktok or Twitter, if you ‘like’ our Facebook or LinkedIn page or ‘follow’ us on Twitter or TikTok (or perform a similar interaction with us on any social media platform on which we have a presence); 

The types of information that we receive about you in this way includes:

• Extra information that your referees choose to tell us about you;
• Extra information that our Clients may tell us about you, or that we find from other third party sources such as job sites (which you have uploaded information onto, or is otherwise made available to us);
• Information about your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website or from links clicked on in emails from us

Personal data we collect automatically   To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we will also collect your data automatically (e.g. via website tracking scripts such as cookies or pixels) or through you providing it to us. For more information, please refer to the Privacy Notice that applies to Website Users.   How PII is used   We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of the recruitment process.
• To enhance any information that we receive from you with information obtained from third party data providers.
• To find appropriate candidates to fill our job openings.
• To help our service providers and partners (such as the job sites through which you may have applied) improve their services.
• To process pre-employment screening checks required prior to employees starting. 
• To populate necessary contractual employment documentation.
• To send work equipment/devices to your home address. 

We rely on contract (for those candidates who applied via Lever) and legitimate interest (for those candidates who we have contacted directly and for information requested as part of the pre-employment check) as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for Our business. If your application for employment is unsuccessful, we will hold your data on file for 7 years after the end of the relevant recruitment process. After this period, we will securely destroy your personal information in accordance with our data retention policy. 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. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file. The periods for which your data will be held will be provided to you in a new privacy notice. Information about your application with us is stored and processed within third-party Human Resources systems Lever and HiBob which are both based in the USA. We have an agreement in place with boht of them them, based on EU standard contractual clauses, which commits them to providing appropriate safeguards over your PII. You can review the vendor privacy notices at https://www.employinc.com/privacy-notice-services/ and [https://www.hibob.com/privacy/privacy-policy/. Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, our employment background check provider to obtain necessary background checks, including a criminal record check and our credit reference agency. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. Recruitment processes are not based solely on automated decision-making.   Your rights over your information   By law, you can ask us what information we hold about you, request to have access to it, and you can ask us to correct it if it is inaccurate.  As we process your data based on the legitimate interest you have the right to  object to the processing of your data. If you would like to exercise your right to object, please contact us. If you believe we are not using your information lawfully you can ask us to stop using it for a period of time. In some circumstances, you may have the right to ask us to erase your PII. If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at https://ico.org.uk/ or write to them at: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF   Changes to this Privacy Notice We reserve the right to update this privacy notice at any time. Previous versions of the Privacy Notice can be accessed on request.