Privacy Notice for Candidates (UK) Slalom Consulting Limited
1. WHAT IS THE PURPOSE OF THIS DOCUMENT?
Slalom Consulting Limited is a "data controller". This means that 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 work with us (whether as an employee, worker or contractor) or because we have your personal information through a referral, from a jobs board , networking sites or from a prior connection with you. 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 General Data Protection Regulation ((EU) 2016/679) (GDPR).
2. DATA PROTECTION PRINCIPLES
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about, as provided further in Section 12 below.
- Kept securely.
3. THE KIND OF INFORMATION WE HOLD ABOUT YOU
In connection with your application for work with us or our interest in connecting with you about working with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae (CV) and covering letter
- Any information you have made publicly available on a jobs board or networking sites
- Any information you provide to us during an interview
- Any information you volunteer to us on our post-recruiting process survey
- Personal Details - Name, title, address (work and home), telephone numbers (work and home), email address, former addresses, languages spoken
- Employment details - Recruitment information (including copies of right to work documentation), recruitment date and method, recruitment source, professional qualifications and certifications, social contacts and business partners as references and other information included in a CV or cover letter or as part of the application process, previous employment background including past employers, military service, gaps in employment and all other information volunteered in relation to previous work experience, compensation history
- Government Identification – National identification number, passport number, driver’s license number
- Education and Training – Education history – completed degrees at schools, institutions, colleges and universities attended, diplomas or certificates awarded, special licenses, other diplomas awarded, professional interests, specializations, teaching experience, research interests, academic interests consultations, other related previous education including books, articles, reports and published audiovisual materials, details regarding groups, committees, functions held, special interests (EPP) and participation records
- Personal Financial Data – Required or negotiated base compensation, other compensation, benefits, pension plan details, background check information including expenditures, rents, loans, mortgage and other forms of credit
- System Identification data – Email account and instant messaging account, candidate ID
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Disabilities and disability status, infirmity
- Convictions and sentences
4. HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Disclosure and Barring Service via a third-party background check provider, from which we collect the following categories of data: information relating to your identity, address history, professional standing, work history, educational history, qualifications, driving record, military record, credit history and/or criminal record history (but only to the extent applicable law allows).
- Your named referees, from whom we collect the following categories of data: relationship to referee, confirmation of work experience (job title, dates of employment, work duties), work performance, strengths, working style, eligibility for rehire.
- The following data from third parties is from a publicly accessible source: information you have made publicly available on a jobs board and networking sites.
5. HOW WE WILL USE INFORMATION ABOUT YOU
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the work or role.
- Carry out background and reference checks, where applicable.
- Communicate with you about future roles, opportunities and the recruitment process.
- Keep records related to our hiring processes.
- Solicit feedback from you on your experience with Slalom’s recruiting process
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the work or role since it would be beneficial to our business to appoint someone to that work or role.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV and covering letter or your information from a public jobs board or networking site, 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 work or role. If we decide to offer you the work or role, we will then take up references and/or carry out a background check before confirming your appointment.
6. 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 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.
7. HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made for accessibility.
- We will use information about your race or national or ethnic origin, to ensure meaningful equal opportunity monitoring and reporting.
8. 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 work or role conditional on checks and any other conditions, such as references, being satisfactory. We are entitled 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:
- All work and roles require a high degree of trust and integrity since they involve dealing with confidential client business and so we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
9. AUTOMATED DECISION-MAKING
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
10. 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:
|Name of provider||Activity carried out by provider|
|Disclosure & Barring Service||Criminal background check|
|Concur||Travel arrangements for recruitment|
|JobScience||Recruitment management tool|
|Pearl Law Group||Outside Counsel for immigration activities|
|Oury Clark||Outside Counsel for immigration activities|
|Docusign or Adobesign||Obtaining signatures on documents|
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.
11. 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. Details of these measures may be obtained from [email protected].
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.
12. 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 work or 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 our data retention policy.
It is likely that we will wish to retain your personal information on file for up to 5 years, on the basis that a further opportunity may arise in future and we may wish to consider you for that. If so, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
13. YOUR RIGHTS IN CONNECTION WITH PERSONAL INFORMATION
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
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 [email protected] in writing.
14. RIGHT TO WITHDRAW CONSENT
When you acknowledge this Privacy Notice, you provide consent to us processing your personal information for the purposes of a current or future recruitment exercise within the timeframe specified above. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for employment consideration and, subject to our retention policy, we will dispose of your personal data securely.
15. DATA SECURITY AND PRIVACY OFFICER
We have appointed a data security and privacy officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact [email protected].
Policy Effective Date: 14 May 2018