What is the purpose of this document?
Vardags Limited is a "controller" in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely 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 UK General Data Protection Regulation (UK GDPR).
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
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The information you have provided to us in your curriculum vitae and covering letter and information you have provided on our application form, which may include name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualification, nationality, social media accounts, profession, professional memberships, educational achievements, diplomas, transcripts, languages, computer skills.
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Copies of right to work documentation (evidence to demonstrate your entitlement to work in the United Kingdom).
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Any information you provide to us during an interview.
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Any personal data provided to us about you by your referees (if applicable).
How is your personal information collected?
We collect personal information about candidates from the following sources:
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You, the candidate.
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Verifile Holdings Limited and its group companies, our background check provider, from which we collect the following categories of data: references and criminal convictions.
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Disclosure and Barring Service in respect of criminal convictions (if applicable to your role).
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Your named referees, from which we collect the following categories of data: full name, periods of previous employment, performance during previous employment and reason for leaving.
How we will use information about you
We will use the personal information we collect about you to:
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Assess your skills, qualifications, and suitability for the role.
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Carry out background and reference checks, where applicable.
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Communicate with you about the recruitment process.
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Keep records related to our hiring processes.
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Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that vacancy.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Once you have submitted your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and where applicable to the role carry out a criminal record check and regulatory body checks before confirming your appointment.
If you fail to provide personal information
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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Information about criminal convictions
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, if the role you are applying for requires a high degree of trust and integrity since it involves dealing with client money.
Automated decision-making
We do not use purely automated processing to make recruitment decisions.
Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: Verify Holdings Limited and its group companies. All 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.
Data security
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.
Data retention
How long will you use my information for?
We will retain your personal information for a period of 12 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 with applicable laws and regulations.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
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 contact us in writing.
Your duty to inform us of any changes
It is important that the personal information we hold about you is accurate and complete. Please inform us promptly if your personal information changes.
