Personal data processing notice

 

This privacy notice concerns the processing of job applicant’s personal data by EVERFIELD UK LTD (“we”, “us”). It explains how we process your personal data as the data controller pursuant to Art. 4(7) of GDPR and what rights you have under GDPR.

1. Why do we process your data and an what legal basis?

We process your personal data to conduct the recruitment process. The personal data we collect directly from you (application documents) or personal data we collect as a part of the recruitment process (personal data in computer systems, e-mails, log files).

We process your personal data primarily:

1) to conduct the recruitment process – pursuant to Art. 6(1)(b) of GFPR (i.e. because it is necessary in order to conclude an agreement), and in the case of data beyond those required by the law, pursuant to Art. 6(1) letter a) of GDPR (i.e. based on your consent, if you expressed it);

2) for the purposes of the pursuit of or defence against any potential claims – pursuant to Art. 6(1)(f) of GDPR (legitimate interest of the controller consisting in securing evidence);

3) to share your personal data with EVERFIELD UK LTD, address: 3 Orchard Place London SW1H 0BF United Kingdom – pursuant to Art. 6(1)(a) of GDPR (i.e. based on your consent, if you expressed it)

2. Who receives your personal data?

• Service providers and business partners, provided that it is necessary to conduct the recruitment process or protect legitimate interests (IT service providers, including cloud services, providers of IT services used during the recruitment process, lawyers, recruitment);
• EVERFIELD UK LTD, address: 3 Orchard Place London SW1H 0BF United Kingdom, if you consent to the sharing of your personal data;
• Institutions and bodies with which we are obliged to share personal data with pursuant to generally applicable law;

3. For how long will your personal data be stored?

We will process your data only for the time necessary to fulfil the purposes for which they were collected, or the period for which we are legally obliged to store them.

Your personal data will be stored:

• during this recruitment process, and following its completion – for up to 6 months,
• for the time necessary for defence against any potential claims (no more than 3 years from the completion of the recruitment process).

Your data will be routinely erased when it is no longer necessary to process data for these purposes and following the expiry of the data retention obligation.

4. Am I obliged to provide my personal data?

Providing your personal data is not obligatory, but it is necessary to conduct the recruitment process.

No negative consequences will result from not consenting to the sharing of your personal data with EVERFIELD UK LTD, address: 3 Orchard Place London SW1H 0BF United Kingdom.

5. What are your data protection rights?

You have the following rights (if the appropriate GDPR requirements are fulfilled):

• The right to access your data (Art. 15 of GDPR)

a) You have the right to receive a confirmation from us whether we process your personal data, and if so, you have the right to:

• access your personal data;
• access information about the purposes of the processing, the categories of the personal data processed, the recipients or categories of recipients of the data, the estimated data storage period or the criteria for determining this period (if it is not possible to determine the estimated data storage period), the rights you have pursuant toGDPR and the right to lodge a complaint with a supervisory body, and the source of the data, automated decision-making, including the security measures concerning the transfer of the data outside of the European Union;
• receive a copy of your personal data.
• The right to rectify your data (Art. 16 of GDPR)

a) You have the right to request us to immediately rectify any personal data concerning you that are incorrect. Taking into account the purposes of the processing, you have the right to have any incomplete personal data completed, including by means of a supplementary declaration, by sending us a request.

• The right to erase your data (Art. 17 of GDPR)

a) You have the right to request the erasure of all or some of your personal data.
b) You have the right to request the erasure of your personal data if:

• the personal data are no longer needed for the purposes they were collected or processed for;
• you withdrew your consent in regard to the personal data processed based on consent, and no other legal basis for the processing exists;
• you objected to the processing of your personal data pursuant to Art. 21(1) of GDPR and there are no overriding legitimate grounds for the processing;
• you objected to the processing of your personal data pursuant to Art. 21(2);
• personal data were processed unlawfully;
• personal data must be erased to fulfil the legal obligation under the law of the EU or the Member State we are subject to;
• personal data were collected in connection with providing information society services.
• The right to restrict the processing of your data (Art. 18 of GDPR)

a) You have the right to request the restriction of the processing of your personal data if:

• you question the accuracy of your personal data – we will restrict their use for the time required to verify the accuracy of the data, but for no longer than 7 days;
• the processing of data is unlawful and your object to the removal of your personal data, requesting the restriction in their use instead;
• we no longer need your personal data for the purposes of the processing, but you still need them for the determination, pursuit or defence of claims;
• you raised an objection to the processing of your personal data pursuant to Art. 21(1) of GDPR – until it is established whether the controller’s legitimate grounds for processing the data override the grounds of the objection raised by the person whom the data concern.
• The right to transfer your data (Art. 20 of GDPR)

a) If the processing is conducted based on consent in accordance with Art. 6(1)(a) of GDPR or Art. 9(2)(a) of GDPR or under an agreement in accordance with Art. 6(1)(b) of GDPR, and the processing is automated, you have the right to receive the personal data you have provided to us and send them to another personal data controller selected by you. You also have the right to request us to transfer your personal data directly to the controller, if it is technically feasible. In this case, we will send your personal data in a structured, commonly used file type in a machine readable-format, allowing for the transfer of the data received to another personal data controller.

In the case of processing of personal data based on consent, you can withdraw your consent to the processing of any personal data at any moment with effect for the future (Art. 7(3) of GDPR).

At any moment, you can object to the processing of your personal data on the basis of our legitimate interests (Art. 6(1)(f) of GDPR) on grounds relating to your particular situation (Art. 21 of GDPR). You have the right to raise an objection – at any moment, on grounds relating to your particular situation – to the processing of your personal data, including profiling, if the Data Controller processes your data on the basis of a legitimate interest. If your objection will be justified and we will have no other legal grounds to process your personal data, your personal data will be erased.

You also have the right to lodge a complaint with a supervisory body, especially in the your country of residence, your place of work, or the place of the alleged infringement.

6. Whom can I contact about this?

Any questions or concerns regarding the processing of personal data should be addressed to:

EVERFIELD UK LTD

e-mail data.protection@everfield.com

EVERFIELD UK LTD address 3 Orchard Place London SW1H 0BF United Kingdom

This privacy notice concerns the processing of job applicant’s personal data by EVERFIELD UK LTD, address: 3 Orchard Place London SW1H 0BF United Kingdom (“we”, “us”), if you consent to the sharing of your personal data with us. It explains how we process your personal data as the data controller pursuant to Art. 4(7) of GDPR and what rights you have under GDPR.

1. Why do we process your data and an what legal basis?

We process your personal data to conduct the recruitment process. These are the personal data we received from EVERFIELD UK LTD(e.g. those included in the application documents) or personal data collected as a part of the recruitment process, such as: identification data (first name, surname, position), contact data (e-mail, business telephone number), professional data (professional title, employment record, names and addresses of employers, responsibilities), financial expectations.

We process your personal data primarily:

1) to conduct future recruitment processes if consent was granted to the processing of data for this purpose pursuant to Art. 6(1)(a) of GDPR;

2) to conduct recruitment activities pursuant to Art. 6(1)(f) of GDPR (the legitimate interest of the controller is handling and conducting recruitment processes for clients (employers), including searching for, selecting, and introducing candidates that meet the requirements of the given position);

3) for the purposes of the pursuit of or defence against any potential claims – pursuant to Art. 6(1)(f) of GDPR (legitimate interest of the controller consisting in securing evidence);

2. Who receives your personal data?

• Other entities from the EVERFIELD UK LTD Group which are potential employers, for which we conduct the recruitment process, solely for the purposes of the recruitment;
• Service providers and business partners, provided that it is necessary to conduct the recruitment process or protect legitimate interests (e.g. IT service providers, including cloud services, providers of IT services used during the recruitment process, lawyers, recruitment);
• Institutions and bodies with which we are obliged to share personal data with pursuant to generally applicable law;

3. For how long will your personal data be stored?

We will process your data only for the time necessary to fulfil the purposes for which they were collected, or the period for which we are legally obliged to store them.

Your personal data will be stored:

• during this recruitment process, and following its completion – for up to 6 months,
• if you consent to participate in future recruitment – for no longer than 24 months,
• for the time necessary for defence against any potential claims (no more than 3 years from the completion of the recruitment process).

Your data will be routinely erased when it is no longer necessary to process data for these purposes and following the expiry of the data retention obligation.

4. Am I obliged to provide my personal data?

Providing your personal data is not obligatory, but it is necessary to conduct the recruitment process. Without the data, we will be unable to conduct the recruitment process, including submitting your application as a job candidate to the EVERFIELD UK LTD Group entity for which we are conducting the recruitment.

5. What are your data protection rights?

You have the following rights (if the appropriate GDPR requirements are fulfilled):

• The right to access your data (Art. 15 of GDPR)

a) You have the right to receive a confirmation from us whether we process your personal data, and if so, you have the right to:

• access your personal data;
• access information about the purposes of the processing, the categories of the personal data processed, the recipients or categories of recipients of the data, the estimated data storage period or the criteria for determining this period (if it is not possible to determine the estimated data storage period), the rights you have pursuant toGDPR and the right to lodge a complaint with a supervisory body, and the source of the data, automated decision-making, including the security measures concerning the transfer of the data outside of the European Union;
• receive a copy of your personal data.
• The right to rectify your data (Art. 16 of GDPR)
  
  a) You have the right to request us to immediately rectify any personal data concerning you that are incorrect. Taking into account the purposes of the processing, you have the right to have any incomplete personal data completed, including by means of a supplementary declaration, by sending us a request.
• The right to erase your data (Art. 17 of GDPR)

a) You have the right to request the erasure of all or some of your personal data.
b) You have the right to request the erasure of your personal data if:

• the personal data are no longer needed for the purposes they were collected or processed for;
• you withdrew your consent in regard to the personal data processed based on consent, and no other legal basis for the processing exists;
• you objected to the processing of your personal data pursuant to Art. 21(1) of GDPR and there are no overriding legitimate grounds for the processing;
• you objected to the processing of your personal data pursuant to Art. 21(2);
• personal data were processed unlawfully;
• personal data must be erased to fulfil the legal obligation under the law of the EU or the Member State we are subject to;
• personal data were collected in connection with providing information society services.
  
  
• The right to restrict the processing of your data (Art. 18 of GDPR)

a) You have the right to request the restriction of the processing of your personal data if:

• you question the accuracy of your personal data – we will restrict their use for the time required to verify the accuracy of the data, but for no longer than 7 days;
• the processing of data is unlawful and your object to the removal of your personal data, requesting the restriction in their use instead;
• we no longer need your personal data for the purposes of the processing, but you still need them for the determination, pursuit or defence of claims;
• you raised an objection to the processing of your personal data pursuant to Art. 21(1) of GDPR – until it is established whether the controller’s legitimate grounds for processing the data override the grounds of the objection raised by the person whom the data concern.
• The right to transfer your data (Art. 20 of GDPR)
  
  a) If the processing is conducted based on consent in accordance with Art. 6(1)(a) of GDPR or Art. 9(2)(a) of GDPR or under an agreement in accordance with Art. 6(1)(b) of GDPR, and the processing is automated, you have the right to receive the personal data you have provided to us and send them to another personal data controller selected by you. You also have the right to request us to transfer your personal data directly to the controller, if it is technically feasible. In this case, we will send your personal data in a structured, commonly used file type in a machine readable-format, allowing for the transfer of the data received to another personal data controller.

In the case of processing of personal data based on consent, you can withdraw your consent to the processing of any personal data at any moment with effect for the future (Art. 7(3) of GDPR).

At any moment, you can object to the processing of your personal data on the basis of our legitimate interests (Art. 6(1)(f) of GDPR) on grounds relating to your particular situation (Art. 21 of GDPR). You have the right to raise an objection – at any moment, on grounds relating to your particular situation – to the processing of your personal data, including profiling, if the Data Controller processes your data on the basis of a legitimate interest. If your objection will be justified and we will have no other legal grounds to process your personal data, your personal data will be erased.

You also have the right to lodge a complaint with a supervisory body, especially in the your country of residence, your place of work, or the place of the alleged infringement.

6. Whom can I contact about this?

Any questions or concerns regarding the processing of personal data should be addressed to:

EVERFIELD UK LTD address 3 Orchard Place London SW1H 0BF United Kingdom

E-mail: data.protection@everfield.com