UK GDPR Candidate privacy notice
(for employees, workers and contractors)
WHAT IS THE PURPOSE OF THIS DOCUMENT?
Cambridge Intelligence Ltd (”we”, “our”, “us”) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are reading a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). 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 retained General Data Protection Regulation ((EU) 2016/679) (UK GDPR).
This notice applies to candidates whether their application relates to a position with Cambridge Intelligence Ltd or Cambridge Intelligence Inc. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
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.
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 (e.g. employment history and qualifications) and covering letter.
- The information you have provided on our application form, including name, title, address (optional), telephone number and personal email address.
- Any information you provide to us during an interview.
- Reference information.
- The information about your use of Teamtailor, using cookies and other tracking technologies, as described in our Cookie Policy.
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your health, including any medical condition, health and sickness records if you provide this to us (although we do not request this information).
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about candidates from the following sources:
- Recruitment agencies, from which we receive curriculum vitae provided by candidates.
- Your named referee(s), from whom we collect the following categories of data: if an employer reference, the name of the business you worked for, professional relationship, duties of employment, duties in role, ratings on productivity, quality of work, initiative and reliability and whether or not they would re-employ you. If a personal reference, we leave it to the referee to provide us with information which usually primarily relates to your character.
- The following data from third parties is from a publicly accessible source and may include any part of the information already referred to above. This information is provided to us via Teamtailor (business recruitment software) which accesses data from various public sources including Linked-In, Facebook, GitHub, Twitter, Pinterest and Google.
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 reference checks but only if we make an offer.
- 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 to the role OR work since it would be beneficial to our business to appoint someone to that role OR work.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your curriculum vitae, application form and covering letter and the results from any test which you
take, 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 role OR work. If we decide to offer you the role OR
work, we will then take up your reference 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 a reference 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 “SPECIAL CATEGORIES” OF PARTICULARLY SENSITIVE PERSONAL INFORMATION
We will use your “special categories” of particularly sensitive personal information in the following ways:
- If you provide us with information about any disability you may have, 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.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We do not envisage that we will process information about criminal convictions.
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
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: Cambridge Intelligence Inc, a wholly owned US subsidiary of Cambridge Intelligence Ltd, Teamtailor (business recruitment software), Slack and Google Suite, the latter two being IT hosting service providers. All our third-party service providers and Cambridge Intelligence Inc 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.
If you consent to the use of cookies provided by third-party companies on Teamtailor, those cookies will be set by entities other than ourselves. The data collected through these cookies will be used by the respective third parties in accordance with their own privacy policies. Further details regarding the specific cookies involved can be found in our Cookie Policy.
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 our Data Privacy Manager (DPM).
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 six (6) months after we have closed the vacancy in relation to the role OR work. 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. The retention periods for cookies are set out in our Cookie Policy.
If you would like us to retain your personal information on file, on the basis that a further opportunity may arise in future for which you may wish to be considered, you should tick the appropriate box to give your explicit consent for us to retain your personal information indefinitely on that basis, although you can request that your information be deleted or amended at any time by emailing us on: careers@cambridge-intelligence.com or writing to us at 6-8 Hills Road, Cambridge, CB2 1JP.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
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 us at any time by emailing us on: careers@cambridge-intelligence.com or writing to us at 6-8 Hills Road, Cambridge, CB2 1JP.
RIGHT TO WITHDRAW CONSENT
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us on: careers@cambridge-intelligence.com or write to us at 6-8 Hills Road, Cambridge, CB2 1JP. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
DATA PRIVACY MANAGER
We have appointed a DPM 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 the DPM. 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.
