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AMICULUM job applicant privacy notice
AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ
For the purposes of this privacy notice, AMICULUM shall cover all trading names and companies of AMICULUM Limited.
As part of any recruitment process, AMICULUM collects and processes personal data relating to job applicants. AMICULUM is committed to being transparent about how it collects and uses those data and to meeting its data protection obligations.
What information does AMICULUM collect?
AMICULUM collects a range of information about you. Data collected may vary depending on the locale of the vacancy and its jurisdiction. This may include, but is not limited to, the below categories:
AMICULUM collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
AMICULUM will also collect personal data about you from third parties, such as references supplied by former employers and may collect information from criminal records and other pre-employment checks permitted by law. AMICULUM will seek information from third parties only once a job offer to you has been made and will consult with you as to the timing of this. You will be provided with a new employee privacy notice once we have received satisfactory references.
Data will be stored in a range of different places, including on your application record, in our recruitment system, our HR management systems and on other IT systems (including AMICULUM’s email system).
Why does AMICULUM process personal data?
AMICULUM needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, AMICULUM needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the country in which the job will be based before employment starts.
AMICULUM has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows AMICULUM to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. AMICULUM may also need to process data from job applicants to respond to and defend against legal claims.
Where AMICULUM relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of applicants and candidates and has concluded that they are not.
AMICULUM processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where AMICULUM processes other special categories of data, such as information about ethnic origin, sexual orientation, or religion or belief, this is to ensure fairness in our recruitment process.
For some roles, AMICULUM may be obliged to seek information about criminal convictions and offences. Where AMICULUM seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
Who has access to data?
Your information will be shared internally for the purposes of recruitment. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
AMICULUM will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. AMICULUM will seek information from third parties only once a job offer to you has been made and accepted, and will inform you that it is doing so.
Your data may be transferred outside the European Economic Area (EEA) for the purposes of recruitment and in line with the reasons mentioned above. Your data will only be transferred if it is relevant to a recruitment process or if we are considering you for other employment opportunities. Data are transferred outside the EEA on the basis of intercompany agreements to safeguard personal data and are available to authorized AMICULUM personnel only.
How does AMICULUM protect data?
AMICULUM takes the security of your data seriously. AMICULUM has internal policies and controls in place to try to ensure that your data are not lost, accidentally destroyed, misused or disclosed, and are not accessed except by our employees in the proper performance of their duties.
AMICULUM uses a secure and restricted third-party applicant tracking system to manage your data related to recruitment activities. Only authorized personnel have access to this system. AMICULUM has an IT, Communications and Social Media policy, which addresses data security. AMICULUM also has a data protection policy. If you would like any additional information about these policies, please email AMICULUM at firstname.lastname@example.org.
For how long does AMICULUM keep data?
If your application for employment is unsuccessful, AMICULUM will hold your data on its recruitment system for 12 months from the date of your most recent application. AMICULUM will only keep your data if you agree at the point of application or if you agree for your data to be stored for future career opportunities upon request, after reviewing this notice. You can opt-out of your data being stored at any time. At the end of the 12 month period you will be provided with the following options via email:
· remain registered on AMICULUM’s recruitment system for a further 12 months
· update or correct your details/preferences
· withdraw your consent and request that your data be deleted and/or destroyed
If you do not reply to the email, or withdraw your consent, your data will automatically be deleted after 30 days. These options do not change your rights as a data subject, as outlined in this document below.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. You will be provided with a new employee privacy notice before your information is transferred.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.
If you use our online application system, you will provide the requested information to Teamtailor, who provide our applicant tracking system. Once you click ‘submit application’ your information will be processed by Teamtailor and they will hold the information you submit. Only authorized AMICULUM personnel have access to it.
You can review the Teamtailor privacy notice here: https://www.teamtailor.com/en/privacy-policy/
Teamtailor will provide us with management information about our recruitment campaigns. This is anonymized information that tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates. This anonymized information will be retained indefinitely for statistical reporting only and does not infringe upon your rights.
How does AMICULUM make decisions about recruitment?
Recruitment processes are not based on automated decision-making.
Final recruitment decisions are made by hiring managers and members of our recruitment and HR teams. All the information gathered during the application process is taken into account.
You can ask about decisions made about your application by emailing AMICULUM at email@example.com or writing via post to AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to AMICULUM during the recruitment process. However, if you do not provide the information, AMICULUM may not be able to process your application properly or at all.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact AMICULUM via email at firstname.lastname@example.org or write via post to AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ.
If you believe that AMICULUM has not complied with your data protection rights, you can complain to the Information Commissioner.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to our privacy notices
We keep our privacy notices under regular review. This privacy notice was last updated on Monday 18 May 2020.
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