(1) Recruitment privacy notice
Mainstay Management Consulting Limited is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during the recruitment process, in accordance with the General Data Protection Regulation (GDPR) and applies to all candidates, both successful and unsuccessful.As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.This Privacy Notice only applies to the personal data of job applicants, potential candidates for employment, and our optional recruiting programs and events. It does not apply to our employees, contractors or clients, or other personal data that Second Step collects for other purposes.
By submitting your personal data to us, you acknowledge that:(1.01) You have read and understood this Privacy Notice and agree to the use of your personal data as set out herein.(1.02) You are not required to provide any requested information to us, but failing to do so may result in not being able to continue your candidacy for the job for which you have applied.(1.03 All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.This Privacy Notice does not form part of any contract of employment offered to candidates hired by Second Step. This Privacy Notice is for information only; it is not a contractual agreement.
(2) What information do we collect?
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
(2.01) The information you have provided to us in your curriculum vitae and covering letter/email;
(2.02) Any information you provide to us during an interview; and
(2.03) Information you provide in relation to your right to work documentation.
We may also collect, store and use the following “special categories” of more sensitive personal information:
(2.04) Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
(2.05) Information about your health, including any medical condition, health and sickness records; and
(2.05) Information about your criminal record.
We may collect this personal information from the following sources:
(2.06) You, the candidate;
(2.07) Recruitment agencies;
(2.08) Search consultants;
(2.09) Our employment background check provider,
(2.10) Our credit reference agency;
(2.10) Your named referees; and
(2.11) Data from third-party publicly accessible sources.
(3) Why do we process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check your eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and in keeping records of the process. Processing data from you allows us to manage the recruitment process, assess and confirm your suitability for employment and decide to whom to offer a job. We may also need to process data from you to respond to and defend against legal claims.
We process health information if we need to make reasonable adjustments to the recruitment process for you. This is to carry out our obligations and exercise specific rights in relation to employment.
Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. We use a third party to do this on our behalf and may receive a copy of their report if you have consented for us to do so.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
(4) Who has access to data?
Your information will 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 use JobAdder, an online application to assist with our recruitment process. We use JobAdder to process personal information as a data processor on our behalf. JobAdder is only entitled to process your personal data in accordance with our instructions.
We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, our employment background check provider to obtain necessary background checks, including a criminal record check and our credit reference agency. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.
We do not envisage transferring the personal information we collect about you outside the EU.
(5) How do we protect data?
We take the security of your data seriously. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties 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.
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.
(6) For how long do we keep data?
If your employment application is unsuccessful, we will hold your data on file for 60 months after the end of the relevant recruitment process. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
If your employment application is successful, personal data gathered during the recruitment process will be transferred to your personnel file. The periods for which your data will be held will be provided to you in a new privacy notice.
(7) Your rights
As a data subject, you have several rights. You can:
(7.01) Access and obtain a copy of your data on request.
(7.02) Require us to change incorrect or incomplete data.
(7.03) Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
(7.04) Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
(7.05) Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.If you would like to exercise any of these rights, please contact Mainstay via info@mainstayconsulting.co.uk. If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.
(8) What if you do not provide personal data?You are under no statutory or contractual obligation to provide data to us 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.
(9) Social Media Tools
Our application process allows you to provide us with relevant personal data from the information you have on third-party websites (such as LinkedIn, Google Drive and Dropbox). If you choose to incorporate your personal data from third-party websites, it will be used in accordance with this Privacy Notice.
(10) Cookies and other tracking technologies
We may use first-party and third-party cookies, web beacons, pixels, clear gifs, and other similar technologies (collectively “Cookies and Other Tracking Technologies”) to identify you and your interests, remember your preferences and track your use of our websites. We also use Cookies and Other Tracking Technologies to control access to certain content on our websites, to protect the websites, and process any requests that you make of us.
(11) Automated decision-making
Recruitment processes are not based solely on automated decision-making.
(12) Changes to this Privacy Notice
We reserve the right to update this privacy notice at any time.
(13) Data Protection Officer
For the purpose of the General Data Protection Regulation (“GDPR”) and the version of the GDPR retained in UK law (the “UK GDPR”) the Data Controller is Karim Ally and can be contacted at karim.alley@mainstayconsulting.co.uk
(14) How to complain
We hope that We can resolve any query or concern you raise about Mainstay’s use of your information via direct contact. Please email us at info@mainstayconsulting.co.uk with any concern that you may have, and we’ll get back to you within an appropriate response time (7 Working Days)
The General Data Protection Regulation and the UK GDPR also gives you right to lodge a complaint with a supervisory authority, in particular (under the GDPR) in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.
The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
