Privacy notice for job applicants

Introduction

The privacy of applicants’ personal information is very important to us. We process all personal information in line with data protection laws applicable in the UK (the “DP Law”). For the purposes of the DP Law, the data controller is Tilney Services Limited, whose registered office is at 6 Chesterfield Gardens, London, England, W1J 5BQ (registered company number 05169111). Except as stated below, we confirm we will not disclose or transfer your personal information to any third party for any purpose. If your application is successful, our processing of your personal information from the point of your returning a signed employment contract will be in accordance with our Employee Privacy Notice and this Privacy Notice for Job Applicants will no longer be applicable to you.

What information do we collect from you?

What are the legal grounds for processing the information we collect about you?

How will we use the information we collect about you?

Who might we share this information with?

How long do we keep hold of your information?

What are your rights in relation to the personal information we hold about you?

Changes to our Data Privacy Notice

How to contact us

What information do we collect from you?

The information we collect, hold and process about you comes from the way you engage with us, such as:

  • by filling in forms (on paper, on our website or on a third party’s website); submitting written job applications and/or a curriculum vitae either directly to us or via a recruitment agency; contacting us by post, email, telephone, in person or by any other means regarding any vacancy we have or application you have made; and through subsequent interviews, meetings or other assessments.
  • by allowing your personal profile and associated data to be searchable by us on third-party websites, databases (for example to consider you for future vacancies) and social media such as LinkedIn.

 

The information we collect from you or receive from any third party may include:

  • your name, personal address, personal email address, personal phone numbers and other contact information;
  • your employer name, work address, work email address and work phone numbers;
  • details of your skills, qualifications, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which Tilney needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • CCTV or security images whilst on our business premises.

The DP Law sets apart certain personal information as special categories, e.g. racial or ethnic origin, religious beliefs, physical or mental health, sexual life.

We will process these special categories of your personal information only with your explicit consent when it will help us fulfill our obligations to you. If at any time you wish us to stop processing these special categories of your personal information, please contact us using the contact details below.

How will we use the information we collect about you?

Certain information which we collect from you is needed by us in order to consider your application. We use the personal information you provide us in a number of ways, including:

  • to assess and confirm your suitability for employment;
  • for security, identity verification and training purposes;
  • to comply with relevant laws and regulations; or
  • to communicate with you.

If you change your mind about how you wish us to contact you please let us know by using the contact details below.

We and other Tilney group companies may use your information to monitor or record telephone conversations or other communications between you and us. We use these recordings (or transcripts of them):

  • for training and quality purposes;
  • to help us investigate any complaint you may make; or
  • as evidence in any dispute or anticipated dispute between you and us.

Recordings of telephone conversations may take place without the use of a warning tone.  

Cookies

We may use cookies and similar technologies on our websites and in our emails. These technologies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences. In emails they help us to understand whether you have opened the email and how you have interacted with it.

Please refer to our Cookie Policy for further details on these technologies, how and where we use them and how you can control them.

Who might we share this information with?

We will keep your personal information confidential, but we may share it with:

  • Tilney group companies;
  • our service providers and agents (including their sub-contractors) e.g. recruitment service providers and
  • law enforcement agencies and other authorities to comply with legal obligations.

We will take appropriate steps to both store and send the information you provide us with securely and employees are trained on and are aware of their responsibility to maintain your privacy. We will ensure that all third parties we use to help us provide services to you are also compliant with DP Law.

Data that we collect about you will be held by us and/or our suppliers. Your personal information may be transferred to or accessed from other countries (including those outside the European Economic Area) and processed for us in those countries on the basis that anyone we pass it to will provide a level of protection equivalent to the DP Law. Such information may be accessed by local law enforcement agencies and other authorities to prevent and detect crime and comply with legal obligations. For further details as to where your personal information may be transferred, please contact us using the details at the end of this policy.

How long do we keep hold of your information?

We only hold your personal information for as long as we require it to consider your application and, if your application is successful, we will, together with the applicable Tilney group company that employs you, retain your personal information for the duration of your employment, or for as long as we legally require under law. Further information can be provided to you by getting in touch with us using the contact details below. Once we no longer need your personal information, we will securely destroy it.

What are your rights in relation to the personal information we hold about you?

This section explains the rights you have under DP Law with respect to how your personal information is held and used by us. If you wish to request to exercise any of these rights or if you would like further information about them, you can contact us using the details set out in the ‘How to Contact Us’ section below. We will grant your request only to the extent that it follows from our assessment of your request that we are allowed and required to do so under DP Law.

You have the right to withdraw your consent to us processing special categories of your personal information at any time. This will not affect the lawfulness of any processing of these special categories of your personal information that we carried out before your withdrawal.

You have the right to ask for a copy of the personal information we hold about you in a written format, free of charge, by contacting us at humanresources@tilney.co.uk.

You also have the right, at no cost, to require us, and any third parties who we have shared your personal information with, to correct any inaccuracies in your personal information. In order for us to do so, you must inform us of any changes to your personal information so that we can keep it up to date.

In some cases, you have the right to restrict or suppress further use of your personal information. When you have exercised this right, we can still store your personal information but may not use it further unless you provide your consent for us to do so or as otherwise permitted by law.

You have the right to have the personal data we hold about you erased in certain circumstances unless it prevents us from carrying out the services you have requested or prevents us from meeting our legal obligations. We may not be able to process your application if you ask us to erase your personal information.

Finally you have the right to lodge a complaint about how we collect, process and store your personal data, with us in writing to this address:

  • The Data Protection Officer, Tilney, The Observatory, Western Road, Bracknell, Berkshire, RG12 1TL

as well as with the supervisory authority:

  • Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to our Data Privacy Notice

We keep our Data Privacy Notice under regular review and we will update this document from time to time. This Data Privacy Notice was last updated in April 2018.

How to contact us

To discuss anything in this notice please write to: The Data Protection Officer, Tilney, The Observatory, Western Road, Bracknell, Berkshire RG12 1TL. Alternatively you may contact us by email: ask.dataprotection@tilney.co.uk.