This policy applies only to applicants for employment at HyperJar.
INTRODUCTION
As part of any recruitment process, HyperJar Limited collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use this data and to meeting our data protection obligations.
THE DATA WE COLLECT
HyperJar Limited collects a range of information about you. This includes:
We may collect 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, including online tests.
We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in HR and Recruitment management systems and on other IT systems (including email).
PURPOSES FOR WHICH WE WILL USE PERSONAL DATA
We need to process data to take steps at your request prior to entering a contract with you. We may also need to process your data to enter a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
HyperJar Limited 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. We may also need to process data from job applicants to respond to and defend against any legal claims.
HyperJar Limited may process information about whether applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is only for equal opportunities monitoring purposes and data is anonymised.
For some roles, we are obliged to seek information about criminal convictions and offences. Where HyperJar Limited 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.
Where we process special categories of data, we will only do this with your explicit consent; or, where needed to comply with applicable employment, social security or social protection laws; or, to protect your vital interests (or those of someone else) in an emergency; or, where you have already publicised such information; or, where we need to use such sensitive data in connection with a legal claim that we have or may be subject to.
We will not use your data for any purpose other than the recruitment exercise for which you have applied unless you give us explicit consent to use your data for recruitment exercises for other roles.
WHO HAS ACCESS TO DATA?
Your information may be shared internally 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 to the data is necessary for the performance of their roles.
HyperJar Limited will not share your data with third parties, unless you are invited to complete an online test as part of the selection process (for which we will request approval to share your information), or your application for employment is successful and it makes you an offer of employment.
The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks if applicable.
HOW DOES HYPERJAR LIMITED PROTECT MY DATA?
HyperJar Limited takes the security of your data seriously. We have 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.
If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process.
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. The periods for which your data will be held will be provided to you in a new privacy notice.
YOUR LEGAL RIGHTS
As a data subject, you have several rights. You can:
If you would like to exercise any of these rights, please contact the data privacy manager via email: privacy@hyperjar.com.
Postal address: HyperJar Limited, 71-75 Shelton Street, London, WC2H 9JQ.
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioners Office: https://ico.org.uk/. Our registration number with the ICO is ZA286245. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
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.
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