Recruitment Privacy Notice

Recruitment Privacy Notice2018-06-05T14:01:49+00:00

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a privacy notice) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

IXICO Technologies Limited (Company) is a data controller and gathers and uses certain information about you. This information may also used by our affiliated entities and group companies, namely IXICO plc, and IXICO Technologies Inc (our group companies) and so, in this notice, references to we or us mean the Company and our group companies. IXICO plc is listed on the Alternative Investment Market (AIM) and operates in accordance with the AIM Rules.

About the information we collect and hold

The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it, by updating this privacy notice.

Data Protection Principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Privacy Policy available at www.ixico.com/privacy-policy/. These principles are set by data protection law. This says that the personal information we hold about you must be:

    1. used lawfully, fairly and in a transparent way;
    2. collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
    3. relevant to the purposes we have told you about and limited only to those purposes;
    4. accurate and kept up to date;
    5. kept only as long as necessary for the purposes we have told you about; and
    6. kept securely.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.

How long we keep your information

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudo-anonymised. We will ensure the retention period for these records is appropriate.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. You will be issued a privacy notice for employees and contractors prior to your employment commencing, which contains information on the processing of data whilst employed or providing services.

Further details on our approach to information retention and destruction are available in our Privacy Policy.

Your rights to correct and access your information and to ask for it to be erased

Please contact us in writing (See How to Contact IXICO), if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the right to be forgotten) in certain circumstances. We will provide you with further information about the right to be forgotten, if you ask for it. Details on how to contact us are available below at How to contact IXICO.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We aim to resolve any query or concern you raise about our use of your information, please contact us at any time (See How to Contact IXICO). If we cannot help you or adequately resolve your query or concern, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

How to contact IXICO

You can contact us at any time by writing to:

Postal Address:

IXICO Technologies Limited
FAO: Data Protection Officer
4th Floor Griffin Court
15 Long Lane
London EC1A 9PN
United Kingdom

Or by email to: 

DPO@ixico.com

Schedule

Part A – Up to and including the shortlisting stage

The information we collect How we collect the information Why we collect the information How we use and may share the information
Your name and contact details (ie address, home and mobile phone numbers, email address) From you Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages

To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome

To inform the relevant manager or department of your application

Details of your qualifications, experience, employment history (including job titles) From you, in the completed application and interview notes (if relevant) Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit

To make an informed recruitment decision
Details of your referees From you In the regulated sector, to comply with our legal obligations to obtain regulatory references To comply with legal/regulatory obligations

Information shared with relevant managers, HR personnel and the referee

Part B – Before making a final decision to recruit

The information we collect How we collect the information Why we collect the information How we use and may share the information
Information about your previous academic and/or employment history, From your referees (details of whom you will have provided) Legitimate interest: to make an informed decision to recruit

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice

To obtain the relevant reference about you

To comply with legal/regulatory obligations

Information shared with relevant managers and HR personnel

Information regarding your academic and professional qualifications From you Legitimate interest: to verify the qualifications information provided by you To make an informed recruitment decision
Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs) From you and from the Disclosure and Barring Service (DBS) To comply with our legal obligations

Legitimate interest: to verify the criminal records information provided by you

To carry out statutory checks
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information From you and, where necessary, the Home Office To enter into/perform the employment contract

To comply with our legal obligations

Legitimate interest: to maintain employment records

To carry out right to work checks

Information may be shared with the Home Office

You are required (by law or in order to enter into your contract of employment) to provide the above categories of information ‘ to us to enable us to verify your right to work and suitability for the position.

* Further details on how we handle sensitive personal are set out in our Privacy Policy

To speak to one of our experts and find out more, please get in touch

CONTACT US