Privacy Policy

How do we collect information about you?

As part of our application and recruitment process, we collect, process and store certain personal information that you consent to provide to us.

What kind of personal information do we collect?

• Your name and address
• Unique identifiers, such as your date and place of birth
• Information about your work history, such as previous employers, roles and dates
• Certain information about previous pay, such as salary, benefits and bonuses
• Your education, professional qualifications and information about your skills
• Employer feedback and references (including regulated references where necessary)
• Your nationality, visa status and right to work information, such as a copy of your passport and your National Insurance number
• Results of pre-employment checks, such as DBS or Disclosure Scotland
• Your assessment results, such as the results of any interview exercise or video or telephone assessment

Sensitive and special category personal information

Beyond the kinds of personal information listed above, we may also collect, use and store sensitive information about your health, ethnicity, family or financial status. You provide this information to us voluntarily, and we will only share it with the relevant responsible colleagues with your permission. Examples include:

• individual demographic information we need to meet legal requirements, such as marital status, passport or visa information, nationality, citizenship, military service, disability, work permit and gender
• information about health issues that need adjustments to your working environment

We collect this so that we can make reasonable adjustments to help all candidates apply for jobs with us, offer online or telephone assessments and interviews to all candidates, and make sure we meet our legal obligations when hiring.

How is your information used?

The recruitment process will involve:

• assessing and progressing your application
• assessing your suitability (skills, strengths and behaviours) for the role
• completing onboarding and screening if your application is successful

We only use and review your information as needed to progress your job application, or as required by law or regulation. This may include processing information about:

• your job application, including your application form or CV, name, address, employment history, academic and professional qualifications, age, diversity information (such as gender, ethnicity, disability and sexual orientation), nationality and any previous disciplinary matters
• your assessment, including your CV, interview (face to face, telephone or video), exercise or test
• your pre-employment checks, including your right to work in the UK, qualifications and references

In line with our Data Protection and Confidentiality policies, our HR and recruitment systems are protected to prevent unauthorised or unlawful processing, and accidental loss or destruction, of personal information.

Who has access to your information?

Where we need to share your personal information with the relevant responsible colleagues, we require that they treat your information as confidential and ensure its continued protection while in their possession. The relevant responsible colleagues include:

• the relevant Team Lead or CEO
• the interview panel
• Engineering (if your application is successful)
• Operations (if your application is successful)
• Finance (if your application is successful)

We will only share your relevant personal information with a third party when necessary to protect your vital interests, for example with the emergency services.

How long is your information kept for?

If your application is unsuccessful, we will keep your personal information for six months after the end of the recruitment process. If your application is successful, all personal information collected during the recruitment process will be moved to your employee personnel file and kept for six years after your employment ends.

Lawful processing

Under UK GDPR, the lawful basis we rely on for processing your information is legitimate interest. Assessing your application and confirming certain details of your employment history, with your consent, is an essential part of our due diligence before offering a contract of employment.

Pre-employment checks

As part of the recruitment and selection process, we will carry out pre-employment checks. We only carry out these checks on candidates who have been selected for a role, and we will ask for your consent before we do.

Your rights

You have a number of rights under data protection law in relation to your personal data. You can read more about your rights and how to exercise them in our main privacy policy, or contact us at hello@joinlegado.com.