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Harwood Solicitors – Recruitment Specific Privacy Notice
Harwood Solicitors is a “data controller”. This means that as a business 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 a position with us (whether as an employee, worker, consultant or contractor). It makes you aware of how and why your personal data will be used, 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 Data Protection Act 2018.
We will comply with data protection law and principles, which means that your data will be:
When you make an application for employment we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information:
We collect personal information about candidates from the following sources:
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether or not to appoint you to the role since it would be beneficial to our business to appoint someone to fill the vacancy. We also need to process your personal information to decide whether to enter into a contract of employment, consultancy arrangement, locum arrangement or self-employed arrangement with you.
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.
We will use your particularly sensitive personal information in the following ways:
We envisage that we will process information about criminal convictions. We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We will only share your personal information with the following third parties for the purposes of processing your application: for example, recruitment agency instructed in the recruitment exercise. Our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
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.
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.
We will retain your personal information for a period of twelve months after we have communicated to you our decision about whether to appoint you to the role. 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 applicable laws and regulations.
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.
Your have rights in connection with your personal information and under certain circumstances, by law you have the right to:
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 email Vaqas Yakub at email@example.com in the capacity as Information Security Manager.
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact Vaqas Yakub at firstname.lastname@example.org. 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.
We have appointed Vaqas Yakub as our Information Security Manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please e-mail Vaqas Yakub at email@example.com or contact her in writing.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Need to speak to a solicitor? Call: 0800 205 5556