Job Applicant Privacy Notice

Job Applicant Privacy Notice

Please read this Job Applicant Privacy Notice carefully

Data controller: D2 Interactive Ltd t/a Smart Spaces, Portsoken House, 155-157 Minories, London, EC3N 1LJ

Introduction

During the recruitment process, D2 Interactive Ltd t/a Smart Spaces (the Company) collects and processes personal data relating to job applicants.

The Company is committed to being clear and transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the Company collect and process?

The Company collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which the person can be identified. This includes:

• Personal contact details, such as your name, title, address and contact details, including email address and telephone number;
• Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers;
• Information about your remuneration, including entitlement to benefits such as pensions (if requested and/or provided);
• Information about your entitlement to work in the UK; and
• Equal opportunities monitoring information, including information about your ethnic origin, Nationality and gender
• Information regarding your criminal record status.

The Company collects this information in a variety of ways during the application and recruitment process. For example, data may be contained in application forms and CVs and collected through interviews, online tests and assessment tests.

In some cases, the Company collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks permitted by law.

Data is stored in a range of various places, including on your application record, in the Company’s HR management systems and in other IT systems (including the Company’s email system).

Why does the Company process personal data?

The Company needs to process data prior to entering into a contract with you. We do this in order to meet our obligations under that employment contract.

In addition, the Company needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee’s entitlement to work in the UK before employment begins.

The Company has a legitimate interest in processing personal data during the recruitment process and in keeping records of that process.  Processing such data from job applicants enables the Company to manage the recruitment process, assess the suitability of candidates and make an informed decision as to whom we wish to recruit.

The Company does not request any health information from job applicants. If a candidate chooses to provide information about their health, the Company will assume consent has been given at that stage. The Company will make reasonable adjustments to the recruitment process as necessary for candidates with a specific health condition.

For all positions, it is necessary to carry out criminal records checks on successful applicants as part of our pre-employment checking process which is done under the Company’s legitimate interest.

If you fail to provide personal information 

You are under no obligation to provide the Company with data during the recruitment process.  However, if you do not prove certain information when requested, the Company may not be able to process your application for employment properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for you if this information is not provided.

For how long do you keep data?

The Company will only hold your personal data for as long as is necessary to fulfil the purposes for which we collected it.  If your application for employment is unsuccessful, the Company will hold your data on file for six months after the end of the recruitment process. At the end of that period, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your employee file and we shall issue a new privacy notice which sets down the periods for which your data will be held.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment process, including with members of the HR team, interviewers and key decision makers.

The Company shall only share your data with third parties where required by law and where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.  The Company partners with Verifile Ltd who carry out our pre-employment screening services if you are successful in your application. You will be asked to agree to the Verifile Ltd privacy policy when completing your registration on their platform.

For certain roles, you may be asked to complete an online assessment using a test platform. The Company uses a third-party platform for this purpose. You will be sent a link to the platform by the Company, and this will allow you to register on the platform and complete the assessment. Please note that the platform will have its own privacy policy which you should review carefully before agreeing to it.

The Company will not transfer your data to countries outside the UK or EU unless explicitly stated in advance and where a legitimate need exists. Please note that any third parties used to process your personal data in the course of your job application may have different transfer information set out in their privacy policy.

How does the Company protect data?

The Company takes the security of your data seriously. The Company has internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Your rights

As a data subject, you have a number of rights. You can:

• Access and obtain a copy of your data on request (known as a “data subject access request”);
• Require the Company to change incorrect or incomplete data;
• Request erasure of your personal information.  This enables you to ask the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• Object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing; and
• Ask the Company to suspend the processing of your personal data for a period of time if data is inaccurate or there is a dispute about its accuracy or the reason for processing it.

If you would like to exercise any of these rights, or you have any questions about the privacy notice, please contact dpo@smartspaces.app.

If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO). The ICO contact details can be found at https://ico.org.uk/

Policy date: 5^th September 2024