Candidate Privacy Notice

Omaze UK: Candidate Privacy Notice

Omaze is a data controller - meaning we are responsible for deciding how we hold and use personal data about you. This Candidate Privacy Notice (Notice) applies as you are applying for work with us (whether as an employee or contractor). It makes you aware of how and why your personal data will be used, namely for the recruitment exercise, and how long it will usually be retained. It provides you with certain information that must be provided under the UK General Data Protection Regulation and Data Protection Act 2018 (Data Protection Laws).

We will comply with Data Protection Laws and principles, which means that your personal data will be:

Used lawfully, fairly and transparently.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

What types of personal data do we hold about you?
In connection with your application to work with us, we will collect, store and use the following types of personal data about you:

The information you have provided to us in your CV and cover letter.
The information you have provided on your application (i.e. name, title, address, phone number, email address, date of birth, employment history and qualifications).
Any information you provide to us during an interview.

We may also collect, store and use the following types of more sensitive personal data:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
Information about your health where this is relevant to your application for reasonable adjustment purposes, including any medical condition, health, and sickness records.
Other information included as part of the application process, such as test results or information relating to criminal records.

How do we collect personal data about you?
We collect personal data about candidates from various sources, but this may include any of the following (where applicable):

You, the candidate.
Recruitment agency(ies).
Background check provider or Disclosure and Barring Service in respect of criminal convictions.
Your named referees.

How will we use your personal data?
We will use the personal data we collect about you to:

Assess your skills, qualifications and suitability for the role.
Carry out background and reference checks, where applicable.
Communicate with you about the recruitment process.
Keep records related to our hiring processes.
Comply with legal or regulatory requirements.

We need to process your personal data to determine whether to enter into a contract of employment with you. Having received your CV, cover letter and the results from any test(s) you have taken, we will decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and may carry out a background or criminal record check.

What if you fail to provide personal data?

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

How do we use sensitive personal data?
We may use your sensitive personal data about you in the following ways:

Disability status: to consider whether we need to provide appropriate adjustments during the recruitment process.
Race, nationality or ethnic origin, religious, philosophical or sexual orientation: to ensure meaningful equal opportunity monitoring and reporting, in accordance with any governing legislation or regulatory body requires us to do so.

How do we use criminal conviction data?

We may process criminal conviction data about you if we collect information about your criminal conviction history. We may carry out a criminal records check to satisfy that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular, if the role requires a high degree of trust and integrity, so we would like to ask you to seek a basic disclosure of your criminal records history.

Do we use automated decision-making?

We do not rely on any automated decision-making as part of our recruitment process. As such, you will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Will we share your personal data with other parties?

We will only share your personal data with other parties to process your application. All our service providers are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

What security measures do we take for your personal data?

We have in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Additionally, 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will we keep your personal data?

We will retain your personal data for a period of 6 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise fairly and transparently. After this period, we will securely destroy your personal data in accordance with our Data Retention Policy.

What are your rights in connection with your personal data?
Under certain circumstances, by law, you have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you.
Request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request the erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal data to another party.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact hr@omaze.com.