Job Application Privacy Policy

As part of any recruitment process, Excelerate Technology Ltd collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

When you apply for a job with us we collect information from and about you. Some of the information we collect may be classed as personal data under data protection legislation, that is ‘any information relating to an identified or identifiable natural person’. This Privacy Notice explains how and why we collect personal information about our candidates. It also explains how and why we use it, the conditions under which we may disclose it to others and how we keep it safe.

What information do we collect?

Excelerate Technology Ltd collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number
• Details of your qualifications, skills, experience and employment history.
• Information about your current level of remuneration, including benefit entitlements.
• Opinions of named referees.
• Output of interviews and conversations we may have had with you.
• Email or other correspondence we have entered into with you.
• Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.
• Information about your entitlement to work in the UK.
• IP address, and information regarding the parts of our website you have accessed and when.

We may sometimes collect your special categories of data including:

• Information about your health if we need to make reasonable adjustments to the recruitment process for candidates who have a disability, This is to carry out obligations and exercises specific rights in relation to employment.
• Information you may disclose about yourself during a meeting or interview relating to your racial or ethnic origin or political or religious beliefs.

Excelerate Technology Ltd may collect this information in a variety of ways. For example:

• From you, when we interact with you online, over the phone, face to face or in writing during the recruitment process.
• From other people, for example, named referees or industry sources.

Why do we process personal data?

We may collect and process your personal information in order to fulfil our vacancies and for our legitimate business interests. We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

• When we need to perform the contract we are about to enter into or have entered into with you.
• Where it necessary for our legitimate interests (not those of a third party) and your interests and fundamental rights do not override those interests.
• When we need to comply with a legal or regulatory obligation.
• Where you have provided your consent.

We have legitimate interest in processing data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment processes, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We may use your information to:

• Process a job application you have submitted.
• Assess your skills, qualifications and suitability for the role you’ve applied for.
• Respond to a request for contact you have submitted through our website or by other means (eg email, telephone or writing).
• Contact you regarding information about a new job vacancy or professional opportunity that we believe will be of interest to you.
• Confirm your availability for a job application through referencing and background check.
• Confirm the suitability of candidates through referencing.

Whenever we process data for these purposes we will act with the highest regard to your privacy rights.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. 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.

We may share your personal data as follows:

• Third party processors: when you apply for a position we have advertised with a recruitment job board or agency, your application is processed by them and shared with us. These entities are also required to process your data in compliance with data protection regulation, and should be contacted directly with any queries regarding their privacy principles.
• Other disclosures: We may share your personal data as we believe necessary or appropriate: (a) to comply with applicable laws; (b) to comply with lawful requests and legal process, including to respond to queries from public or government authorities to meet national security or law enforcement requirements; (c) to enforce our Privacy Notice; and (d) to protect our rights, privacy, safety or property, and/or that of your or others.

In all cases, we will take steps with the aim of ensuring that your privacy rights continue to be protected, for example, that appropriate agreements are in place. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.

How we store your data

We will store your data in as few places as possible practicable to ensure the data is efficiently managed and to minimise security risks. Your data may be stored on our email and company servers or on paper, we will not use your data for any purpose other than the recruitment exercise for which you have applied.

For how long do we keep data?

If your application for employment is unsuccessful, we will hold your data on file for 6 (six) months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You are free to withdraw your consent at any time.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

How we protect your personal information

We take the security of all the data we hold very seriously.  We adhere to internationally recognised security standards.  We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Excelerate Technology Ltd during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Use of Cookies

We use small text files called ‘cookies’ which are placed on your hard drives to assist in personalising and enriching your browsing experience by displaying content that is more likely to be relevant and of interest to you.  The use of cookies is now a standard operating procedure for more websites. One of the purposes of cookies is to provide a convenient feature to save you time.  The purpose of a cookie is to tell the Web server that you have returned to a specific page.  For example, if you have entered a form on our website, a cookie will recall your specific information on subsequent visits.  When you return to the same website, the information you previously provided can be retrieved.

Cookies also help us identify which pages are being used.  This helps us analyse data about users’ movements around the site as well as gather web traffic information to analyse trends and make website improvements.  A cookie in no way gives us access to your computer or any information about you, other than any data you have chosen to share with us.

If you are uncomfortable with the use of cookies, most browsers now permit users to opt-out of receiving them.  You may find other functionality in the website impaired if you disable cookies. After termination of the visit to our site, you can always delete the cookie from your system if you wish.

This Privacy Notice applies only to our website, we recommend that you read the privacy notices on the other websites you visit. We cannot be responsible for the privacy notices and practices of other sites.

Individuals’ Rights and |How to Exercise Them

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights.   Further information about the rights that individuals have and how to exercise them are below.

Access to Personal Data

You have a right of access to personal data held by us as a data controller.  This right may be exercised by emailing us at privacy@excelerate.info.

We may charge for a request for access in accordance with applicable law.  We will aim to respond within the legally required time limits.

 Amendment of Personal Data

To update personal data submitted to us, you may email us at privacy@excelerate.info.

Once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.

Withdrawal of Consent

Where we process personal data based on consent, individuals have a right to withdraw consent at any time. To withdraw consent to our processing of your personal data please email us at privacy@excelerate.info.

Other Data Subject Rights

This privacy statement is intended to provide information about what personal data we collect about you and how it is used.  As well as rights of access and amendment referred to above, individuals may have other rights in relation to the personal data we hold, such as a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability.

If you wish to exercise any of these rights, please send an email to privacy@excelerate.info.

Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to privacy@excelerate.info.  We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection issues.

Data Controller and Contact Information

Excelerate Technology is a Data Controller. This means we are responsible for deciding how we hold and use personal information about you. Our business address is Willow House, Pascal Close, Cardiff CF3 0LW

Excelerate’s responsible person for Data Protection is the Operations Director who can be contact via privacy@excelerate.info.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time.