The purpose of this notice is to tell you about how we use your data, and how we comply with data protection laws in connection with your interest in a role or contract with us (whether as an employee, worker or contractor).
When we carry out activities relating to hiring or engaging people, Board Intelligence acts as a "data controller" under the law. Put simply, this means that we are responsible for deciding how we hold and use personal information about you. We will hold some of your details as part of the hiring or contract making process. This notice makes you aware of how and why your personal data will be used, namely for the purposes of a recruitment or engagement exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK GDPR and the Data Protection Act 2018 (DPA).
We will comply with data protection law and principles, which means that your data will be:
In connection with your interest in working with us, we may collect, store, and use the following categories of personal information about you:
We collect personal information in connection with our recruitment and hiring activities from the following sources:
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to a role or contract 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 with you.
We will use any details provided to us by you or a recruiter to take a decision on whether you are suitable for a current or future role or contract. We will then use these details to contact you in order to offer you relevant opportunities and/or to conduct a recruiting or contract-making process.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for a role and you fail to provide us with relevant details, we will not be able to take your application further.
We will use your particularly sensitive personal information in the following ways:
We envisage that we will process information about criminal convictions. We may collect information about your criminal convictions history if we would like to offer you a role (conditional on checks and any other conditions, such as references, being satisfactory). We may 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. For example:
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We will only share your personal information with the following third parties for the purposes of processing your application: search consultancies, psychometric assessment providers, reference or credit checking services and our group companies and their personnel. Our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information. We do not allow our third-party service providers to use your personal data that we have shared with them for their own purposes. We only permit them to process your personal data that we have provided to them for specified purposes and in accordance with our instructions.
We take data security seriously. We are ISO27001 and Cyber Essentials Plus certified and accordingly 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.
We will retain your personal information for a period of 12 months following communication to you of a decision not to appoint you. 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. If you have agreed that you would like us to keep in touch with you about other opportunities, we may also reach out to you during this period for that reason. After this period (and where there is no ongoing relationship between us) we will securely destroy your personal information in accordance with our data retention policy.
If you would like us to retain your personal information on file for longer than 12 months, on the basis that a further opportunity may arise in future and we may wish to consider you for that, please provide written confirmation of this to us and we will keep your data on file for up to three years (noting that at any time during this period, you may withdraw your consent and ask us to remove your details from our records) for this purpose. Where you do confirm that you would like us to keep your data on file for longer that 12 months, we would ask that if any of your details change (e.g. your address), that you let us know so that we can keep your records up to date.
Under certain circumstances, by law you have the right to:
We have appointed a data protection officer (DPO) to oversee compliance with this notice. If you have any questions about this notice or how we handle your personal information, please contact the DPO via: firstname.lastname@example.org, by telephone on +44 (0)207 192 8218, or by post at 24 Cornhill, London, EC3V 3ND. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Last updated: 24th March 2021