Job applicant privacy notice

As part of any recruitment process, Infineum (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.

What information does the organisation collect?

The organisation 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,
• whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process,
• details from your passport, identity documents or other information about your entitlement to work in the country you are applying.

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The organisation will also collect personal data about you with your consent from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

The organisation will apply the applicable laws of the country/countries where your application is processed, depending on the vacancy you have applied to.

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the applicable country before employment starts.

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

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

If you opt to provide data about your ethnic origin, this may be processed to monitor recruitment statistics.

For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose, and you are free to withdraw your consent at any time by contacting Privacy@Infineum.com

Who has access to data?

Your information will be shared internally only 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 is necessary for the performance of their role.

The organisation will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. The organisation might then share your data with former employers to obtain references for you, any medical providers, any employment background check providers to obtain necessary background checks and any relevant authorities to obtain necessary criminal record checks, if applicable. 

For job applicants based in the UK or EEA, information which you give to us may be transferred to countries outside the United Kingdom and/or European Union (“EU”). For example, the relevant managers and HR personnel involved in the recruitment exercise or our third-party providers may be located outside of the United Kingdom or the EU. 

By submitting your personal data, you are agreeing to this transfer, storing or processing.  Where a transfer of personal data is to the US and any other territories across the world, pursuant to applicable data protection laws, we will ensure that they offer an adequate level of protection, e. g. by entering into the appropriate data processing agreements and, if necessary, standard contractual clauses for the transfer of personal data.

How does the organisation protect data?

The organisation takes the security of your data seriously. It follows the applicable legislation by Country and has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the organisation keep data?

If you are unsuccessful and agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for as long as we are required to do so by applicable law(s), or for as long as necessary for the purpose(s) for which it is processed.  We will delete personal data for unsuccessful candidates for 6 months after the relevant recruitment process ends or if you agree to allow the firm to keep your personal data on file, the firm will hold your data on file for up to a further 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed. We reserve the right to retain personal data where it is necessary to defend a legal claim.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment and processed in accordance with the applicable employee privacy policy which you will be notified of.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request,
• require the organisation to change incorrect or incomplete data,
• require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing,
• object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing, and
• ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact a member of the privacy team at Privacy@Infineum.com.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the respective country and satisfactory references.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.