Job Applicant Privacy Notice

1. Who we are and what we do

Who we are

We are Sense Workplace Limited (“Sense”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 14944135, and we have our registered office at Unit 2 & 3, Fields Court, Station Road, Epworth, Lincolnshire, England, DN9 1JZ. We are registered with the UK supervisory authority, the Information Commission (“IC”) in relation to our processing of Personal Data under registration reference ZB602688.

Controller

Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.

2. Who this privacy notice applies to

This privacy notice applies to you if you apply for a job with us, whether as an employee or a consultant.

3. Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you when you apply for a job with us and how we process it during the recruitment process. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘Contact Us’ section.

4. What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.

5. Personal Data we collect

When you apply for a position with us (whether as an employee or consultant) or submit your CV (or similar employment information) to us, whether directly or through an agency, or attend an interview in person or by remote means, we will collect your Personal Data. This includes (but is not limited to):

• Name and contact details (address, mobile phone number and email address)
• Company details (where applicable)
• Date of birth and gender
• Work history and employment positions held
• Salary, other compensation, and benefits information
• Nationality / visa / work permit information (where applicable)
• Academic and professional qualifications, education, and skills
• Photographs you may submit with your application
• Demographic information
• Records we create during interviews or correspondence with you
• Results of pre-employment screening checks such as references or DBS checks (where applicable)
• Any other information you choose to give us

Please note, when we receive references, we do so on a confidential basis. As a result, we would never provide you with a copy of your reference from a referee.

We may also collect special category Personal Data in accordance with the Equality Act 2010. We will only do this, for example, to make reasonable adjustments to enable all candidates to apply for vacancies, attend interviews and to commence employment. This is also necessary to ensure we meet our legal obligations when recruiting.

6. How we collect your Personal Data

We collect most of the Personal Data directly from you in person, by telephone, text or email.

However, we may also collect your Personal Data from third parties, such as referees and recruitment agencies.

7. Purposes and bases for using your Personal Data

We will process your personal information for the following purposes and under the following lawful bases:

8. Processing special category Personal Data

We will only process the more sensitive Personal Data, known as ‘special category’ Personal Data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. In some cases, we may ask for your explicit consent to process this type or Personal Data.

We process special categories of Personal Data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.

9. Sharing your Personal Data

We may share your Personal Data with service providers and suppliers to our business who process Personal Data on our behalf. In such cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between us and the service providers and suppliers.

Within our organisation, your Personal Data will only be shared with those who need to have access to it, which will primarily be our HR personnel and hiring managers.

10. International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation) or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk)). Alternatively, we may enter into an International Data Transfer Addendum to the Standard Contractual Clauses.
• For organisations certified to the EU-US Data Privacy Framework (DPF) (and the UK Extension where applicable), this will be the relevant transfer mechanism.

11. How long will we retain your information?

We will retain your Personal Data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your Personal Data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.

If your candidacy is not successful, we will retain your CV, application details and interview notes for 12 months (from the date we notified you we would not move forward with your application) in order to inform you about any future vacancies we have that may be of interest to you. Please let us know if you would like us to delete your records before our retention period lapses and we will do so.

We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your Personal Data for longer than 12 months.

12. Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed

  You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.

• Right of access (commonly known as a “Subject Access Request”)

  You havethe right to receive a copy of the Personal Data we hold about you.

• Right to rectification

  You have the right to have any incomplete or inaccurate information we hold about you corrected.

• Right to erasure (commonly known as the right to be forgotten)

  You have the right to ask us to delete your Personal Data.

• Right to object to processing

  You have the right to object to us processingyour Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.

• Right to restrict processing

  You have the right torestrict our use of your Personal Data.

• Right to portability

  You have the right to ask us to transferyour Personal Data to another party.

• Automated decision-making.

  You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.

• Right to withdraw consent

  If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.

• Right to lodge a complaint

  You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:

  Contact us | ICO

  Or by telephone on 0303 123 1113

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.

13. How to contact us and our Data Protection Officer

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as by email at security@senseworkplace.com.

14. Changes to this privacy notice

We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.