Recruitment Privacy Notice

1. Scope

 Phlexglobal Limited as the Data Controller of Chesham House, Deansway, Chesham HP5 2FW, Telephone: +44(0)1494 720420 is committed to protecting the privacy and security of your personal information.

Protecting your personal data is very important, including making sure it is only used and shared when appropriate. This policy outlines how the personal data of applicants and prospective employees of Phlexglobal Limited will be used, and your associated legal rights. Personal data is defined as information from which individuals may be identified.

This policy applies to all applicants to Phlexglobal Limited in the UK and is in line with the UK General Data Protection Regulation (GDPR) and other data protection laws.

It is important that you read this privacy notice which covers the personal data Phlexglobal Limited process as part of the recruitment process.

 

2. Compliance of Personal Data

Phlexglobal Limited will comply with data protection law. This states that the personal information we hold about you must be: 

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

 

3. Types of Personal Data

Phlexglobal Limited obtains personal data relating to prospective employees during the recruitment process.

At application stage:

• name, address, telephone number and email address;
• information about previous employment, educational details, skills and experience;
• details of training and qualifications;
• salary expectations and information on preferred working arrangements;
• communications and correspondence;

At pre-boarding stage once an offer has been presented:

• job references;
• information relating to your health and health conditions (optional);
• race and ethnicity and religion (optional);
• unspent criminal convictions;
• proof of Right To Work documentation;
• bank details;
• other biographical and personal data

We will not retain your data for any longer than necessary and will delete it once it is no longer required.

Our standard data retention periods for prospective employees are as follows:

• Unsuccessful candidates – 6 months after the decision not to offer a position, unless you have agreed to a longer retention period.
  
  

4. Uses of Personal Data

Phlexglobal Limited use this data for the following purposes:

• recruitment, screening and assessment;
• activities relating to interviewing and selecting prospective employees (and maintaining related records);
• identifying and selecting possible candidates for employment opportunities which may arise in the future;
• compliance with statutory and regulatory obligations;
• managing legal disputes;
• exercising or fulfilling Phlexglobal’s legal rights and responsibilities; and
• prevention or detection of fraud, crime, or other unlawful or inappropriate conduct.

If you are successful in your application for employment and Phlexglobal Limited employ you, then the data will be retained and processed for on-boarding and in and post-employment purposes. You will be provided with a more detailed Privacy Notice which applies to our employees and sets out in more detail how we process your data and your rights.

 Where data is collected and used solely on the basis of consent, you have the right to withdraw consent at any time.

 

5. Disclosures of Data

Where necessary and lawful, your personal data may be disclosed, for example, to:

• Phlexglobal management, colleagues, staff or contractors involved in recruitment and talent management;
• other Phlexglobal group companies or Joint Ventures;
• our professional advisers, such as solicitors or accountants, and consultants;
• government departments and agencies;
• police and law enforcement agencies;
• courts and tribunals; and
• partners, suppliers, agents and service providers.

The technical environment of the applicant portal is provided and operated by an external service provider called Sage. Access to your data by the external service provider is neither possible nor intended. Irrespective of this, the service provider is obliged to comply with applicable data protection regulations.

 

Phlexglobal Limited will also share your data with ISV.online who are our online skills assessment partner.

 

6. International Transfers of Data

 During the recruitment process Phlexglobal Limited may need to share your personal data with our hiring managers outside the EEA. 

 

Phlexglobal Limited will ensure that the transfer is compliant with data protection law and that personal data is secure.

 

Phlexglobal Limited does not allow our third-party 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.

 

7. Data Security

Phlexglobal Limited have put in place appropriate security measures to prevent your personal information from being lost, used or accessed in an unauthorised way, altered or disclosed. In addition, Phlexglobal Limited limit access to your personal information to those employees who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

Phlexglobal Limited 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.

 

8. Your Rights

You have a number of statutory rights under the regulation. They include the right to request that Phlexglobal Limited:

• Provides you with a copy of your personal data held;
• correct inaccurate information; and
• delete information which Phlexglobal Limited do not have a legitimate basis to hold.

You also have rights to restrict the processing of data relating to you, object to processing and in certain circumstances to ‘data portability’ (this means that data is provided in a structured, commonly used and machine-readable format).

 

9. Your Duty to Inform Us of Changes

It is important that the personal information Phlexglobal Limited hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process.

 

10. No Fee Usually Required

These rights can be exercised free of charge to access your personal information (or to exercise any of the other rights). Phlexglobal Limited will respond within one month.

If you wish to exercise any of the above rights, please contact Human Resources in writing or email HR@phlexglobal.com. 

 

11. What We Will Need From You to Exercise Your Rights

We will need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 

12. Complaints

If you are unhappy about the way your personal data has been handled by Phlexglobal Limited, you have the right to lodge a complaint with either the Phlexglobal Limited’s Data Protection Officer via privacy@phlexglobal.com or directly with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. Further information, including contact details, is available at https://ico.org.uk

 

If you are based in Poland and you are unhappy about the way your personal data has been handled by Phlexglobal Poland Sp. z o.o., on the basis of the art. 6 sec. 1 let. f RODO you have the right to lodge a complaint directly with the President of The Personal Data Protection Office Stawki Street 2, 00-193 Warsaw, or you can contact Phlexglobal Poland Sp. z o.o.’s Human Resources Department via PLHR@phlexglobal.com.

 

For further advice on this policy, please contact Phlexglobal Limited’s Human Resources Department via HR@phlexglobal.com or for Data Protection issues via privacy@phlexglobal.com