Candidate Privacy Notice

Dear Candidate,

This privacy notice is relevant to you because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

For us, protecting the personal information in our business has always been a priority. GDPR reinforces our approach about how we use and look after personal information, including the data we hold on applicants for our vacancies.

Exertis (UK) Ltd is a data controller in that we keep and process information about you in line with the normal, effective management and administration of the employer/candidate relationship we have with you.

We will only ever use your information as part of the efficient operation of our business, lawfully and appropriately during the recruitment process. If you do not provide us with your data, it may mean that we are unable to comply with our obligations; if that is the case, we will tell you about the impact of that decision.

Data protection principles: We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • 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.

Legitimate Interests:

We will use the personal information 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.

It is in our legitimate interests to decide whether to appoint you to role since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

As a company pursuing the sale and distribution of technology products and related activities, we may also need to process your data to pursue our legitimate business interests, for example to prevent fraud, for internal administration or reporting potential crimes and where your interests and your fundamental rights do not override those interests. We will never process your data where these interests are overridden by your own interests.

Use: The information we hold and process for the purpose of recruitment includes your CV and any other details provided to us by you or a third party during the application process. Please see below how your information will be used at each stage of the recruitment process:

Stage of Recruitment

Application - CV and application details will be reviewed by us in relation to the hiring manager’s requirements. Sensitive information, such as your gender, ethnicity and disabilities, will not be visible to us other than in reporting, where it will be assigned to the specific role rather than to you as a candidate. If your skills and experience are applicable, we will conduct a telephone interview with you to find out further information such as your availability, salary expectations and in-depth career history. If the information matches the hiring manager’s requirements, your CV and telephone screening document will be sent to the hiring manager along with your application (sensitive data removed) via our recruitment system. At this point, you may be asked to complete a test via Talent Q, which will also be stored on our recruitment system and will be sent to the hiring manager for review.

Interview - The hiring manager will review your CV, telephone screening document and test results to determine if they would like to invite you to an interview. They will use these documents to prepare their questions for the interview and will provide interview notes and feedback via the recruitment system. At interview, the hiring manager will take a copy of your right to work in the UK, which will be uploaded to our recruitment system. Hard copies will be destroyed once uploaded to the system. Online copies will be retained for 12 months from the date of interview, after which point they will be deleted if you have been unsuccessful or retained as part of your employment record for the duration of your employment with Exertis if you accept a job offer.

Offer - If successful, the offer details will be processed via the recruitment system, using the relevant information provided by you, such as name and email address, and the offer-specific information provided by the hiring manager.

Unsuccessful Candidates - If unsuccessful in your application, your details will remain on the online system along with the history of your applications for a period of 12 months, after which they will be deleted.

Onboarding - You will at this point be asked to complete further personal information, such as bank details, address and a health and wellbeing questionnaire. These details will form part of your employment record and will be stored for the duration of your employment with Exertis. They will enable Exertis to ensure that you are paid on-time, that we are able to contact you and that we are able to request your references. These details will be transferred to the HR system and will only be accessible to members of the HR team. The recruitment team will download your right to work documents from the recruitment system and will upload this to a secure file, where it will be accessible only by members of the HR team.

Sources: Most of the information we hold has been provided by you. However, some data may be from other internal sources, such as a hiring manager or a referring employee, or external sources, such as recruitment agencies, job boards or training agencies.

Sensitive Data: Sometimes, we will have to keep information about your health, including sight or mobility issues. Information of this type will only be used to comply with our health and safety obligations – such as how your health affects your ability to do the job for which you have applied and whether any reasonable adjustments to the interview process might be appropriate.

If we have special information relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientation, we will always speak to you to obtain your explicit consent to its use unless the use is required by law or to protect your health in an emergency. You have the right to withdraw your consent at any time to any processing of information which we undertake with your consent. We process your data for the legal or legitimate interest reasons set out above.

IT: As part of our approach to data security, we monitor computer and telephone use, as detailed in our IT Security Policy available on the SuccessFactors system or on request from one of the HR team.

Third Parties: We take great care of your data. We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to a recruitment agency, payroll/HR system providers, third party trainers, driving license checking agency or an employment reference system provider. On special occasions we may seek for you to provide us with further consent when we are supplying third parties with sensitive data. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do 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.

DCC Group: We may transfer information about you to DCC PLC for purposes connected with your application or the management of our business.

Data Security: We have technical and organisational measures in place to protect personal data in our business, including our Data Protection Policy, data risk assessment, data mapping, IT Security Policy, firewalls and encryption. We also take care to destroy out of date information.

Retention: Data in respect of unsuccessful candidates is purged from the recruitment system after 12 months from the date of us receiving your application. We retain your personal information 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 in a fair and transparent way. After this period, unless you have become an employee, we will securely destroy your personal information in accordance with our Data Protection Policy.  Candidates who accept a job offer will receive our Employee Privacy Notice which sets out how your personal data is processed and protected. 

If we intend to change the use of your personal data to a purpose other than that for which it was collected, we will contact you about that purpose as required by law.

Your Rights: Under the GDPR,  you have a number of rights with regard to your personal data. You may request from us access to and rectification or erasure of your personal data, restrict processing, object to processing; and, in certain circumstances, request the portability of your data.

If you have consented to the processing of your data you can withdraw that consent – this does not affect the lawfulness of the processing before your consent was withdrawn. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Any Concerns: If you have any questions or concerns about our processing of your information, we will always try to give you a clear explanation and deal with your concern. However, if you are not satisfied then you have the right to complain to the Information Commissioner’s Office if you believe that we have not complied with relevant laws.

If you have any questions relating to how your information is used or, more generally, Exertis (UK) Ltd’s approach to data protection, feel free to contact:

Exertis Recruitment Team -