Recruitment Privacy Policy

As part of our recruitment process, we collect and process personal data relating to job applicants. We are committed to transparency about how we collect and use that data, including ensuring compliance with legal obligations linked to data protection.

What information do we collect?

Through the recruitment process we collect a range of personal information about candidates. This can include:

  • 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 compensation, including benefit entitlements
  • Information about your entitlement to work in the UK

This information may be collated directly (where we act as the data controller), or through a recruitment agency (where we are considered the data processor). The personal information may be contained in CVs, obtained from your passport or other identity documents, or collected through interviews or tests as part of the recruitment process.

If we collect personal data about you from third parties, such as references supplied by former employers, we will seek this information only once a job offer has been made.

Where is this information held?

Data will be stored in a range of different places, including recruitment tracking spreadsheets, on our file server and on other IT systems (including email).

Why do we hold this information?

We have a legitimate business interest in processing data, in order to assess your suitability for future employment and make decisions about roles and appointments. We may also need to process data to ensure we are complying with our legal obligations. For example, checking a successful applicant’s eligibility to work in the UK before employment starts.

If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you are suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to your data?

Your information may be shared internally, but only for recruitmentpurposes. Those viewing your information may include members of our operations team (HR and Finance), management, and hiring managers involved in the recruitment process. IT staff will also have access to this data, as it is necessary for the performance of their roles.

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, and with relevant agencies to obtain employment background checks. Your information may also be shared with our group Head Office, located in Montreal, as part of our internal processing to ensure accurate record keeping.

How do we protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure your data is not lost, accidentally destroyed, misused or disclosed. We also ensure it is not accessed except by our employees in the proper performance of their duties.

How long do we keep your data?

If your application for employment is unsuccessful, the organisationwill hold your data on file for six months after the end of the relevant recruitment process. If you agree, we will then hold your data on file for a further six months in case other employment opportunities arise. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months or not. 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.

Your rights as a data subject?

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information we hold about you
  • Right of rectification – you have a right to correct data we hold about you that is inaccurate or incomplete
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records
  • Right to restriction of processing – where certain conditions apply, you have a right to restrict the processing of your data
  • Right of portability – you have the right for the data we hold about you to be transferred to another organisation
  • Right to object – you have the right to object to certain types of processing, such as direct marketing
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling
  • Right to judicial review – in the event that Madano refuses your request under the right of access, we will provide you with a reason why. You have the right to complain

If you would like to exercise any of these rights, please contact [email protected]. If you believe the organisation has not complied with your data protection rights, you can complain to the Information Commissioner Office.

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 any information, we may not be able to process your application properly or at all.