If you apply to work at Digital Science, we will collect certain information about you. This Notice explains what personal data we might collect, how we will use and manage it and the rights you may have in relation to such personal data. It applies to all candidates (including those that may be unsuccessful in the application process) and also to any third parties whose information you provide to us in connection with any application. Where we refer: to “Digital Science” or “we”, “us” or “our” in this Notice, we mean the legal entity to whom you have applied to work (this entity is responsible for deciding how we hold and use your personal data); to “employee” or “employment”, we do so for convenience only (not to denote legal employment status) and could include a contractor, at-will or any other staffing arrangement; and to “personal data”, we mean information relating to an identified or identifiable individual.
This Notice does not form part of any contract of employment and does not confer any contractual rights on you, or place any contractual obligations on us.
The types of personal data we collect about you
In connection with any application to work for us, we may collect personal data about you including:
- personal data included in your CV and cover letter and other correspondence relating to your application, for example, your name and contact details as well as information relating to your education, qualifications, professional experience and employment history;
- information about yourself you provide during an interview;
- results of any tests or exercises you complete as part of the recruitment process
Following the recruitment process, we may make you an offer of employment that is conditional on you providing us with additional information, which could include:
- confirmation and evidence of your right to work;
- information required to confirm the details you’ve provided during the recruitment process, such as reference information;
- a declaration as to whether you have any medical condition or disability that may affect your ability to undertake the role;
- a declaration as to whether you have any unspent criminal convictions;
- additional personal and contact details relevant to your future employment with us.
The exact information we may require you to provide in respect of an offer of employment will vary depending on your country of work, your role and other factors.
How we collect your personal data
We collect personal data about you through the recruitment process, either directly from yourself or sometimes from third parties such as recruitment agents and referees, or publicly available sources such as LinkedIn.
How we use your personal data
We may use the personal data we collect about you in ways you’d reasonably expect in connection with the recruitment process, including to assess your skills, qualifications, and suitability for the role you have applied for, to carry out reference checks and in the case of health and disability information, to determine whether we need to provide you with reasonable adjustments during the recruitment process.
In the case of successful candidates, we will also process personal data collected during the recruitment process for the purpose of your future employment with us, as further described in the relevant employee privacy notice.
Personal data you provide to us about third parties
We may collect personal data about your referees and other third parties you provide to us as part of the application process, such as their names and contact information. We will use information for the purposes it is provided, such as in order to confirm your previous employment and to establish your suitability for future employment with us.
The legal reasons for using personal data
When we collect and use your personal data and the personal data of others which you provide to us, we only do so in accordance of the legal reasons available to us under data protection law. In the context of recruitment, we process personal data as it is in our legitimate interests to identify and appoint suitable candidates and because we need to process your personal data to decide whether to enter into a contract of employment (or other type of contract with you).
Where we collect “special categories” of more sensitive personal data from candidates, including health and disability information and information about criminal convictions where necessary for the purpose of carrying out our obligations and exercising our rights under employment law.
What if you do not provide personal data that we request
If you fail to provide information when requested which is necessary for us to consider your application, we may not be able to take your application further.
Sharing personal data
In order to make recruitment decisions, your personal data and the personal data of any third parties will be disclosed to our HR team, to relevant managers and to other relevant parts of the business you are applying to work in. This may include sharing this personal data with other entities within the Digital Science group, always on a confidential basis.
We do not generally disclose or share personal data with third parties, except where it’s necessary for legitimate business reasons, such as to the agents, advisers and service providers that assist us in running and that we use to administer our business and to third parties (including regulatory authorities, the police, courts and government agencies) where necessary to enable us to enforce or protect our legal rights, or where such disclosure may be permitted or required by law.
Where we store personal data
To run our business, we may transfer personal data from the UK or the European Economic Area, including to our affiliates and service providers, many of whom are located outside of these jurisdictions. Whenever we make such transfers, we will ensure an appropriate level of protection is afforded to your personal data by implementing at least one of the following safeguards:
- making sure the destination country has been deemed to provide an adequate level of protection for personal data;
- by using model form contracts that have been officially declared to afford your personal data an appropriate protection;
- in the case of transfers to the United States, checking the recipient is part of the “Privacy Shield”.
If you would like information about these safeguards, please make a request in writing using the contact details provided below.
Security and storage
We take appropriate technical and organisational security measures to protect personal data from accidental or unlawful destruction, accidental loss and unauthorised access, destruction, misuse, modification or disclosure.
We only keep personal data for as long as it is necessary for the purposes for which it was collected, after which it will be destroyed. These purposes may include being able to demonstrate that that we have conducted the recruitment exercise in compliance with applicable laws.
It is important that the personal data which we hold about you is accurate and current. Please keep us informed of any changes to the personal data you provide to us.
If you provide personal data to us about someone else (such as of referees), you must ensure that you have their permission to do so and that they’re aware of the contents of this Notice.