Recruitment Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the General Data Protection Regulation 2016 (GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that we process as part of our human resources function in recruiting new staff. It applies to anyone seeking to work for or on our behalf and includes those who make speculative approaches to us.

Some of this data may be classified as sensitive.

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 but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

You are not obliged to provide us with any data that we request but failing to do so may mean that we are unable to progress your application.

You are under no obligation to provide information for equal opportunity monitoring purposes and there are no consequences for your application if you choose not to provide such information. If you do participate in our equal opportunity monitoring then our Equal Opportunity Monitoring Privacy Notice | Revell Research Systems Prize will apply to you.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your Personal Data with?

It may be necessary to share your personal data processed under this notice with the following third parties:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Credit reference agencies
• Background checking agencies (including DBS)
• Referees
• Medical practitioners
• Occupation health providers
• Professional bodies and qualification assessors
• Educational institutions and training organisations
• Financial Institutions such as banks or building societies
• Agents acting on our behalf
• Service providers (including associates)
• Our HR advisors
• Other professional advisors

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with Your Personal Data?

We use your personal data to process your application to work with us.

You should be aware that we may process your personal data under additional privacy notices should your data be collected for other specific purposes. These might include those covering health and safety; equal opportunity monitoring; visitors, CCTV; online meetings and teleconferences; web sites and online services; usage logs and telephone recording.

We may also use special category personal data such as ethnicity, disability and sexual orientation data to monitor and promote equality and diversity throughout the Company, should you choose to disclose this information. The legal basis for this is your explicit consent, which you are free to withdraw at any time. If you provide your consent then our Equal Opportunity Monitoring Privacy Notice | Revell Research Systems Prize applies to you.

In some cases, we need to process your personal data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the United Kingdom before they start working for us.

The Company has a legitimate interest in processing your personal data during the recruitment process and for keeping records of it. We use your personal data to manage the recruitment process, to assess your suitability and to decide the successful candidate. We may also need to process applicant data to establish, exercise or defend legal claims.

We will use your personal data to:-

• Assess your skills, qualifications and suitability for the role
• Carry out background and reference checks (where necessary)
• 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 use your personal data to help us decide whether it is appropriate and beneficial for us to appoint you to the role that you are applying for and whether to enter into a contract of service with you.

Once we receive your application, we review the material you submit along with any additional information obtained through our recruitment and selection processes in order to decide whether you meet the basic requirements of the role to progress to the next stage of the process.

If you are invited to progress, the exact steps will depend on the role but will include at least one interview and may include various assessment activities. The interview may be in a physical environment, over the telephone or use a teleconferencing platform. You should be aware that additional privacy notices may apply such as those relating to online meetings and teleconferences.

If we decide to offer you the role then we will then take up references and carry out a criminal record check (if relevant to the role you have applied for) and carry out other checks (if relevant to the role) before confirming your appointment.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or in co-operating with the police and law enforcement agencies.

Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.

What is the legal basis for processing?

Our lawful purposes are Consent, Contract, Legal Obligation, Vital Interests and Legitimate Interest.

• consent - we process some sensitive personal data about you with your consent, which you may withdraw at any time.
• contract - the Company processes your personal data in taking steps prior to entering into a contract with you.
• legal obligation - the Company must comply with its legal obligations such as to check your eligibility to work in the United Kingdom.
• vital interests - we may share your personal data to protect your or another's vital interests in the event of an emergency.
• legitimate interest - we have a legitimate interest in processing your data as a prospective employer and in protecting and asserting our, your or another's legal rights; and in properly administering its business and backing up data.

These lawful purposes are detailed in Article 6 of the General Data Protection Regulation (GDPR):-

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for compliance with a legal obligation to which the controller is subject (Article 6(1)(c)).
• processing is necessary in order to protect the vital interests of the data subject or of another natural person (Article 6(1)(d)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

We process sensitive personal data (GDPR Article 9(1)) under the regulation because:-

• processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject (Article 9(2)(b)).
• processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent (Article 9(2)(c)).
• processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity (Article 9(2)(f)).
• processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3 (Article 9(2)(h)).

How are we collecting this information?

We acquire information about you from the following sources:-

• Directly from you
• Employment agencies
• Referees
• Security clearance providers
• Health providers
• CCTV (operated by us or our landlords)

What information are we collecting?

The sort of personal data depends on the exact nature of your employment or engagement with us but typically includes: your application form and references; correspondence with or about you; information needed to process payments, benefits and expenses; contact details (including those for emergencies); student loan details; proof of your eligibility to work in the United Kingdom and proof of identity; proof of your qualifications and professional registrations; your P45 or 46 details; driving licence (if you will be driving on business); information necessary for background, criminal record and other pre-engagement checks; information provided by referees; information needed for equal opportunities monitoring; and records relating to your career history.

We collect, process, hold and share the following categories of personal data about you during the recruitment process as it progresses:-

• your name and style of address
• home address, personal telephone numbers and private email address
• other contact details
• date of birth
• gender
• marital or civil partnership status and dependants
• referees
• your emergency contact and next of kin details
• your National Insurance number
• your bank account details
• payroll records (including student loan details)
• tax reference, tax code and tax status information
• information obtained online (such as from recruitment websites and professional social media platforms)
• photographs
• details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests
• the communications between us in relation to your application
• information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers
• information regarding your academic and professional qualifications
• your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information
• a copy of your driving licence

The Company may also collect, use and process the following special categories of your personal information:-

• your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs
• information about your health, including any medical condition, whether you have a disability in respect of which the Company needs to make reasonable adjustments, sickness absence records (including details of the reasons for sickness absence being taken), medical reports and related correspondence
• information regarding your criminal record, in criminal records certificates and enhanced criminal records certificates

Who can see your information within the Company?

Only authorised directors, staff and associates may access your data.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to unsuccessful candidates for a year after the financial year in which the appointment was made. The personal data of successful candidates falls under our Staff Privacy Notice | Revell Research Systems Prize.

We may retain your personal data longer if you were unsuccessful but only if you consent to us retaining your details in the event that a potentially suitable opportunity arises.

How secure is your information?

We take stringent steps to keep your information secure. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

We may change this privacy notice at any time. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information