EcoWorld London Candidate Privacy Policy

Eco World London Development Company Limited (“Eco World London” ”We” and “Us”) and any of its associated companies are committed to protecting and respecting privacy. As part of any recruitment process, we collect and process personal data relating to job applicants.

What is a Privacy Policy?

This Candidate Privacy Policy is about how we use personal information relating to Candidates.

You are a Candidate if you have registered an interest in working for us, you are applying for an actual or potential vacancy or opportunity with us, or if you are hoping to work with us as an agency worker, freelancer, or contractor.

If you are successful in your application you will be given information about how your personal information will be used as an employee.

We are a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you and to make you aware of how and why your personal data will be used for the purposes of the recruitment exercise, and how long it will usually be retained for.

The information we hold about candidates

We will collect, store, and use the following categories of personal information about you:

  • The information you have provided to us in your curriculum vitae and covering letter;
  • The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications;
  • Any information you provide to us during an interview;
  • The results of any assessments or competence tests that you took including aptitude or psychometric testing;
  • Information about your current level of remuneration, including benefits entitlements; and
  • Information about your entitlement to work in the UK.

We also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions, where you voluntarily provide this, to ensure we comply with the Equality Act and pursuant to paragraph 8 of Schedule 1 of the Data Protection Act 2018;
  • Information about your health, including any medical condition (if appropriate, for example if you have a disability for which we need to make reasonable adjustments during the recruitment process to ensure we comply with the Equality Act and pursuant to paragraph 1 of Schedule 1 of the Data Protection Act 2018);
  • Information about criminal convictions and offences in order to ensure we only attract high calibre of staff and pursuant to paragraph 12 of Schedule 1 of the Data Protection Act 2018 where we are legally required by a regulatory body to carry out criminal record checks in connection with a contract or service that you are working on or where the role is one which is eligible for a standard or enhanced check from the Disclosure and Barring Service.

We have in place an appropriate policy documents and safeguards which we are required by law to maintain when processing such data.

How a candidate’s personal information is collected

We collect personal information about candidates in different ways. Most often this data will be collected directly from you, or from your CV, passport, or other identity document, or interviews which may form part of the recruitment process.

We will also collect personal data indirectly through third parties, which include recruitment agencies or search consultancies with whom you have registered or instructed, online job boards with which you have registered, the Disclosure and Barring Service, where appropriate, your named referees, or through an occupational health service. We will notify you if we require to collect personal data from third parties, and this will only be once an offer has been made.

How we will use information about a candidate

For the purposes of our recruitment activities and the selection of a suitable candidate, we will use the personal information we collect about you to:

  • A. Assess your skills, qualifications, and suitability for the work;
  • B. Carry out appropriate vetting for recruitment and allocation, including where relevant, credit checks, right to work verification, identity fraud checks, criminal record checks (if and to the extent permitted by applicable laws), re-employment history and relevant regulatory status;
  • C. Communicate with you about the recruitment process;
  • D. Keep records related to our hiring processes; and
  • E. Comply with legal or regulatory requirements.

Legal basis for processing

We are allowed to process this information about you for the following legal reasons:

  • The processing is necessary to take steps, at the candidate's request, to enter into a contract of employment. This is relevant for purpose A, B and C above;
  • The processing is necessary for the purposes of our legitimate interests to decide whether to appoint you to a role. We consider that we have a legitimate interest in fully assessing applications for employment to ensure that only suitable and appropriate candidates are both assessed and selected. We also consider that we have a legitimate interest in managing out business operations in the most effective way. This is relevant for purpose A above where not otherwise necessary to take steps to enter into the contract of employment; and
  • The processing is necessary for us to comply with legal obligations. This is relevant for purposes D and E.

If you fail to provide information

If you fail to provide information when requested, which is marked as mandatory and which we have flagged 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 you fail to provide us with relevant details of references, we will not be able to take your application further.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

We will only share your personal information with the following third parties for the purposes of processing your application:

  • A recruitment agency or search consultancy with whom you have registered or instructed to feedback on interviews or to process your applicable;
  • A third party provider of skills, aptitude or psychometric testing used in the selection process;
  • Willmott Dixon Holdings Ltd who help support our recruitment process;
  • A third party provider of recruitment software; and
  • Associated Companies, being those companies belonging to the same family of companies as us and who benefit from a close relationship, shared systems and shared ownership.

All our third-party service providers and associated companies are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may transfer your personal information outside the EEA where our third-party service providers and associated companies host data or process data outside the EEA. If we do, we will ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

  • We will only transfer your personal data to countries that the European Commission have determined provide an adequate level of protection for personal data; or
  • we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
  • If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

In those cases you will have the right to ask us for more information about the safeguards we have put in place as mentioned above (e.g. to request a copy where the safeguard is documented, which may be redacted to ensure confidentiality).

Data security

We 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.

Data retention

We will retain your personal information for as long as is reasonably necessary for the purposes listed above. For recruitment and selection, we will keep CVs, job applications, qualifications/references, job history and interview records of unsuccessful candidates for a maximum period of 12 months after we have communicated to you our decision not to appoint you to role after which time it will be pseudonymised. If you are successful we will keep relevant information that you provided in the recruitment exercise on your personnel file for the duration of your employment, in accordance with our Employee Privacy Policy.

If you wish us to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, you may ask us to do this during the application process. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Recruitment Partner you consulted with. Once we have received notification that you have withdrawn your consent, we will dispose of your personal data securely.

Rights of access, correction, erasure, and restriction

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

Please note that if you do wish to exercise these rights:

  • we reserve the right to ask you for proof of identity or for a fee if the request is unfounded, repetitive or excessive. We will respond to any valid requests within [ ], however, we may be exempt from responding to such a request in certain circumstances, such as where the information is subject to legal privilege; and
  • please contact the Data Protection team in writing, whose details are provided below.

Contact us

If you have any questions about this Candidate Privacy Policy or how we handle your personal information, please contact the data protection team whose details are as follows:

Data Protection Team
11-14 Grafton Street, London, W1S 4EW

e-mail: dataprotection@ecoworldlondon.com

Any changes we make to this Candidate Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see if there have been any updates or changes to our privacy policy.

This policy was last updated on 30 May 2018.

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, although we would ask that you contact us in the first instance.