Recruitment Privacy Notice

What is the purpose of this Privacy Notice?

Welcome to IXICO’s Recruitment Privacy Notice.

You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee or contractor). This notice therefore makes you aware of how and for what purposes your personal data will be used and for how long it will usually be retained. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Before you provide us with any Personal Data, you should read through this Privacy Notice in full and make sure that you are comfortable with our privacy practices.

Controller

For the purposes of applicable data protection and privacy laws, IXICO Technologies Limited with its registered offices at 4th Floor, Griffin Court, 15 Long Lane, London EC1A 9PN, is considered the “Data Controller” in respect of the Personal Data that it collects, uses and manages in accordance with this Privacy Notice. This information may also be 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, IXICO or us mean IXICO Technologies Limited and our group companies. IXICO plc is listed on the Alternative Investment Market (AIM) and operates in accordance with the AIM Rules.

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.
  • Kept securely.

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:

  • The information you have provided to us in your curriculum vitae and covering letter and/or via your LinkedIn profile.
  • Any contact information you have provided to us including your address and contact numbers.
  • Any information you provide to us during the recruitment process, for example at interview.

In order to comply with our legal obligations or exercise legal rights conferred upon us, we may also collect, store and use the following types of more sensitive personal information:

  • Information about your health, including any medical condition, health and sickness records.
  • Disclosure and Barring Service (DBS) checks where we have a legal right or reason for doing so.

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You, the candidate.
  • Recruitment Agencies, from which we collect the following categories of data: CVs and eligibility of the right to work in-country.
  • Disclosure and Barring Service in respect of criminal convictions.
  • Your named referees, from whom we collect employment information.

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 role.
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you since it would be beneficial to our business to appoint someone to that role and 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 any accompanying details, we will 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 to the further assessment process including interview(s). If we decide to call you for interview(s), 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 carry out, where applicable, a Disclosure and Barring Service check 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.

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 during a test or interview.

Criminal Convictions and Compliance Checks Information

We will collect information about your unspent criminal convictions history and undertake compliance checks against debarment and US exclusions lists if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We may lawfully process information about unspent criminal convictions and checks against debarment/exclusion lists as it is in our legitimate interests to do so to safeguard our clients’ regulatory obligations. Accordingly, it is necessary to verify whether you have an unspent conviction and/or an exclusion or debarment which makes you unsuitable for a particular role with IXICO.

We consider that IXICO meets the further condition that the processing of criminal convictions is necessary to protect the interests of our clients and we have in place an appropriate policy which we are required by law to maintain when processing such data.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

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 6 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 our data retention policy.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

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 the HR Manager in writing at the address stated below.

Data Protection Officer

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this Privacy Notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Contact details

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

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

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 data are set out in our Privacy Policy

Updated October 2020