RECRUITMENT PRIVACY NOTICE
Introduction and General Terms
At Remote Software Solutions Limited and our subsidiary companies (“RSSL”), we respect your privacy and are committed to protecting your data.
This privacy notice tells you about the personal information we process about you while you are an applicant for a position of employment at RSSL as part of our recruitment process. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights, you have over your data.
This Privacy Notice explains the personal data we collect about you and how we use your information as part of the recruitment process.
Wherever you see the words “we”, “us”, “our” in this Notice, these words refer to RSSL.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. We collect only that personal data from you that we need to manage the recruitment process (including any pre-employment checks) and operate our business in the way that you would anticipate.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped as follows:
|Contact Data||includes name, address, email address and telephone number.|
|Other Identifier Data||includes passport details, driving licence, date of birth, job, National Insurance number and employment details.|
|Sensitive Data||includes information about your physical health, disabilities, mental health, and sexual orientation (to the extent we have details about your spouse or partner).|
|Professional data||includes qualifications, certifications, employment performance and employment history.|
|Communications Data||includes emails, notes of conversations, etc.|
As part of the recruitment process
As part of the recruitment process, RSSL collects and processes personal data relating to job applicants. As part of our recruitment process, we are likely to process contact data as well as sensitive, professional and other identifier data.
We collect this information in a variety of ways. Data might be contained in application forms, CVs or resumes, obtained from a passport or other identity documents, or gathered through interviews or other forms of assessment processes, including group exercises, case studies and online tests or personality questionnaires. This information is collected in hard copy or electronically.
We also collect personal data about individuals from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer has been made and will inform the individual that it is doing so.
Information about your application for employment is stored and processed by a third-party HR management system, who store your data. They are contractually bound to provide adequate safeguards over your personal data.
Data is subsequently stored in a range of different places, including on an initial application record, in our HR database and on other IT systems (including email).
Personal data will be shared internally for the recruitment exercise. This includes members of the HR department, directors, hiring managers and other staff appropriately trained and involved in the recruitment process.
We will not share personal data with third parties unless an individual’s application for employment is successful and we make a formal offer of employment. We will then share an individual’s data with former employers to obtain references, employment background check providers to obtain necessary background checks and obtain necessary criminal records checks.
For unsuccessful applicants, we will keep information about your recruitment with us for a period of two years after your application has ended. If we feel that there may be a suitable opportunity at RSSL within this period we may contact you about the new opportunity.
For successful applicants, we will keep information about your recruitment with us for as long as you are an employee, and for a period of six years after your employment has ended, unless we are required to retain specific information by law.
Sharing your personal data
We may have to share your personal data with select third parties, for example:
• HR management system • Government organisations and regulators
We require all third parties to respect the confidentiality and security of your data and to treat it in accordance with the data protection laws. We do not allow our third-party service providers to use your data for their own purposes and only permit them to process your personal data for specified purposes and by our instructions.
Automated decision making
We do not use the information you provide to make any automated decisions that might affect you.
Information about applicants is jointly controlled by our sister company Remote Software Solutions Private Limited, based in Goa, India and hence is outside the European Economic Area (EEA). There are EU approved standard contractual clauses as well as organisational controls in place to ensure the transfer of data is managed appropriately and each party is contractually bound to provide adequate safeguards over your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Also, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Changes to the privacy notice and your duty to inform us of changes
It is vital that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Your rights over your information
By law, you can ask us what information we hold about you, request to have access to it, and you can ask us to correct it if it is inaccurate. In those cases where we process your information for contractual reasons, you can ask us to give you a copy of the information.
If you believe we are not using your information lawfully, you can ask us to stop using it for a period. In some circumstances, you may have the right to ask us to erase your personal data.
To submit a request by email, post or telephone, please use the contact information provided below.
We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details below.
Phone: +44 793 116 5112
Address: Remote Software Solutions Limited
14 Crescent Drive
Your right to complain
If you have a complaint about our use of your information, we would prefer you to raise it with us in the first instance to give us the opportunity to put it right, but you can also contact the Information Commissioner’s Office as below:
Address: Information Commissioners Office