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Recruitment Privacy Notice

1. What is this notice?

This is the ‘Recruitment Privacy Notice’ of FISCAL Technologies Limited (“FISCAL” or “us” or “we”).

This notice applies to individuals applying to work with us, including prospective directors, employees, apprentices, work experience students, workers, consultants and contractors. It applies whether the work applied for is part time or full time; or permanent, temporary or for a fixed term.

FISCAL is a data ‘controller’, which means FISCAL is responsible for deciding how FISCAL holds and uses your personal information.

This notice explains how and why FISCAL will collect and use your personal information in the context of the recruitment process and your rights in relation to your personal information. FISCAL may amend this notice at any time.

 2. Your personal information

In this privacy notice, ‘your personal information’ means your personal data i.e. information about you from which you can be identified. Sections 5 and 6 below set out your personal information that FISCAL may process.

Your ‘personal information’ does not include data where the identity has been removed (anonymous data).

It is important that your personal information is accurate and up to date. Please inform FISCAL if your personal information changes during the recruitment process.

 3. Special categories of personal information

‘Special categories of personal information’ means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; criminal convictions, offences or alleged offences; genetic data; or biometric data for the purpose of uniquely identifying you.

Data marked * in the table at section 5 below, and data described at section 6, falls within these ‘special categories’ or might disclose special categories of personal information. We must have additional legal grounds for processing special categories of personal information, and these grounds are set out at sections 5 and 6 below.

 4. Where does your personal information come from?

Your personal information will come from you or FISCAL, and may also come from the following sources:

  • Recruitment agencies and apprenticeship providers may provide us with the following personal information: personal contact details, qualifications, schools attended, details of previous employment(s), skills and experience, hobbies and interests, and interview notes.
  • Credit reference agencies may provide FISCAL with the following personal information: personal contact details, date of birth, details of credit accounts and usage and an overall credit score.
  • Former employers or other referees, whom you have given us permission to contact, may provide us with the following personal information: role(s) held, dates of employment, details of skills and capabilities and any other information that helps to assess your suitability for the position applied for.
  • FISCAL staff may provide us with: personal information about you if they are referring you for recruitment.
  • Medical professionals may provide us with the following personal information: information relating to any disability that you may have, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability.
  • Google and social networking accounts (such as Facebook or LinkedIn): as part of the recruitment process we may source personal information relating to roles you have held, details of skills and capabilities and any other information that helps us to assess your suitability for the position applied for.

Some of the sources above will only be relevant in certain circumstances, or if you have applied for a particular role. If you would like more information on the source of your personal information please contact the HR department.

5. Processing your personal information

FISCAL may process your personal information during and after the recruitment process. This may include collecting your personal information, recording it, storing it, using it, amending it, destroying it and, in some circumstances, disclosing it.

In general, FISCAL processes your personal information for the reasons, and on the legal grounds set out in the following table, and also to:

  • Retain records relating to the recruitment process;
  • Establish, exercise or defend legal claims;
  • Comply with the law or requirements of any regulator; and
  • Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency).
Reason for processing your personal informationLegal ground(s) for processing and legitimate interest (where applicable)Your Personal Information
Contact you regarding the recruitment process and any offer of workTo enter a contractPersonal contact details (including name, address, email, telephone number)
Make a decision about your recruitment or appointment, including assessing your skills, qualifications and suitability for the workTo enter a contract

For our legitimate interests:
to select suitable employees, workers and contractors
Information provided in your application form, CV, any covering letter or email, and interview notes

Information sourced from google and social networking accounts (such as LinkedIn) relating to roles you have held, details of skills and capabilities and other information that helps us to assess your suitability for the work

Results of a relevant written assessment  
If you have accepted an offer of work from us that is subject to such checks:

Take up references (from referees whom you have given us permission to contact);

Carry out credit checks; and / or;

Confirm your professional memberships, registrations and / or qualifications.
To enter a contract

For our legitimate interests: to select suitable employees, workers and contractors
References and details of previous employers (including role(s) held, dates of previous employment, details of skills and capabilities and other information that helps to assess your suitability for the position applied for);

Results of credit check: personal contact details, date of birth, details of credit accounts and usage and credit score;

Professional qualifications, registrations, accreditation details, and membership details
Determine the terms of any potential contract between you and usTo enter a contract
To comply with a legal obligation
Offer letter, and proposed contract between you and us
If you have accepted an offer of work, check you are legally entitled to work in the UKTo enter a contract
To comply with a legal obligation
Documentation confirming your right to work in the UK
Consider reasonable adjustments to the recruitment process for disabled applicantsTo enter a contract

To comply with a legal obligation

For our legitimate interests:

To select suitable employees, workers and contractors

*For special categories of information:

To exercise or perform employment law rights or obligations  
Information about a disability, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability*
Carry out equal opportunities monitoring.For our legitimate interests:

To review equality of opportunity or treatment

*For special categories of information: To review equality of opportunity or treatment

To exercise or perform employment law rights or obligations  
The following information you have provided via our equal opportunities monitoring form:

Health data, including disability information*

Information regarding pregnancy and maternity*

Age and date of birth

Marriage or civil partnership status*

Gender

Information on gender reassignment*

Data revealing race, religious beliefs or sexual orientation*

6. Information about criminal convictions

To enable FISCAL to make recruitment decisions and assess suitability for particular work, FISCAL will process information about criminal convictions and offences (including alleged offences) as described in this section 6.

FISCAL will process this information to enter a contract with you, to comply with a legal obligation, for our legitimate interests (in selecting suitable employees, workers and contractors), and to exercise or perform employment law rights or obligations.

If you have accepted an offer of work from FISCAL that is subject to a criminal record check, we will request a report from an external checking agency (and you will be provided with a copy of the report from the agency)[JS1] .

7. Data necessary for the contract

Sections 5 and 6 above identify personal information that FISCAL may need to enter a contract with you. You are not obliged to provide this information, but if you don’t provide it, FISCAL may not be able to proceed with the recruitment process or enter into the contract.

 8. Statutory requirement to provide your personal information

In some circumstances, the provision of your personal information relates to a statutory requirement.

This includes:

  • Documentation confirming your right to work in the UK – you are not obliged to provide this information, but if you don’t provide it, we will not be able to enter into a contract with you.

 9. Sharing your personal information with third parties

FISCAL may share your personal information with the following third parties if this is required by law; necessary to enter a contract with you; where there is another legitimate interest in doing so; or where it is necessary to protect your vital interests or those of another person:

  • Health professionals and occupational health providers involved in your care, in order to consider reasonable adjustments to the recruitment process for disabled applicants.
  • Relevant regulators.
  • FISCAL professional advisors.
  • Other third parties as necessary to comply with the law.

 10. Automated decision-making

FISCAL does not envisage taking any decisions about you based solely on automated processing (i.e. without human involvement), which have a legal or similarly significant effect on you.

11. Transferring your personal information outside the EU

FISCAL does not intend to transfer your personal information to any country outside of the EU, or to any international organisation.  However, if you are applying for a position in our US office then personal information may be transferred between the USA and the UK.

 12. Data retention

If you don’t start work with us following the recruitment process, we will retain your personal information for six months thereafter:

  • to allow FISCAL to establish, exercise or defend legal claims; and
  • for FISCAL legitimate interests – to enable FISCAL to reconsider your application and (if appropriate) contact you, if the position you applied for becomes available again.

If you ask FISCAL to retain your personal information so that FISCAL can contact you to discuss future work opportunities, we will write to you separately, to obtain your explicit consent to retain your personal information for a fixed period of two years on that basis.

13. Your rights

Under data protection law you have the following rights in respect of the personal data about you that FISCAL processes.

  • Access to your information – You have the right to request a copy of the personal information about you that FISCAL holds.
  • Correcting your information – FISCAL want to make sure that your personal information is accurate, complete and up to date and you may ask FISCAL to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information – You have the right to ask FISCAL to delete personal information about you where:
  • You consider that FISCAL no longer requires the information for the purposes for which it was obtained;
  • FISCAL is using that information with your consent and you have withdrawn your consent;
  • You have validly objected to FISCAL use of your personal information; or
  • FISCAL use of your personal information is contrary to law or our other legal obligations.

Please contact FISCAL if you wish to exercise any of these rights.

Contact information and further advice

If you have any questions about this privacy statement or how we handle your personal information please contact the HR department at [email protected].

Complaints

FISCAL seeks to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office:

Online: https://ico.org.uk/global/contact-us/email/

By phone: 0303 123 1113

By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website.

This privacy statement was last updated on <                   > 2020.


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