Job Applicants Privacy Notice

Data Processing Agreement (“Agreement”)  

This Agreement forms part of and is considered agreed upon signing of the Contract for Services between (the “Contracting Authority”) acting as the “Data Controller” and

SCHAPPIT LIMITED
Trading as Silicon Practice
A Company registered in England, number 09084187
Whose registered office is:
Unit 2 Oak Business Centre Ratcliffe Road
Sileby
Loughborough
Leicestershire
England
LE12 7PU

(the “Supplier”) acting as the “Data Processor” on behalf of the Data Controller. 

(together as the “Parties”) 

The Contracting Authority as a Data Controller wishes to subcontract certain Services, which require the processing of personal data, to the Supplier as a Data Processor. 

The Definitions in Clause 1 apply to the use of all capitalised terms in this Agreement. 

Our contact details

ICO – Registration Number ZA074234

Name: Silicon Practice

Address: Schappit Ltd
Unit 2 Oak Business Centre Ratcliffe Road
Sileby
Loughborough
Leicestershire
England
LE12 7PU

Phone Number: 01793 710500

E-mail: gdpr@siliconpractice.co.uk

For all enquiries regarding data protection, please address your correspondence to our Compliance Officer who will liaise with our Data Protection Officer as needed.

Important Information

  • This notice is provided for individuals enquiring about, or applying for, a job with Silicon Practice. This notice explains how and why we collect and process your personal data.

What types of information do we have

We may collect and process the following information:

  • Personal identifiers- first name, surname, title, contact address, email address and telephone number
  • Date of birth
  • Gender
  • Copies of right to work documentation
  • References
  • Records of your previous employment (including job titles, work history, working hours, training records, professional memberships and salary history)
  • Other information you have provided on your CV

We may also collect data from you that falls within the description of ‘special category data’, including:

  • Trade union membership (when you provide it on your CV).
  • Information about your health.
  • Information about criminal convictions and offences.

These types of data require further justification for processing. We may process special category data in the following circumstances:

  • To carry out our legal obligations or exercise rights in connection with your application i.e. we may collect information about your disability status or physical or mental health in order to ensure your health and safety in the workplace and to enable us to make reasonable adjustments for you during the application process
  • To carry out our obligations for equality and diversity monitoring and reporting

How we collect the information and why do we have it

All of the information we process is provided to us either directly by you or a third party you have consented to us contacting e.g. a referee, for one of the following reasons:

  • So that you can make an enquiry about a job vacancy we are advertising.
  • So that you can apply for a job vacancy that we are advertising.
  • So that you can enter into a employment contract with us.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • To fulfil a legal obligation.
  • We have a contractual obligation.
  • We have a legitimate interest.
  • With your consent.

What we do with the information we have

We use the information you have given us in order to:

  • Respond to an enquiry regarding a job vacancy we are advertising.
  • Process an application you have made regarding a job vacancy we are advertising.
  • Assess whether you are suitable for a job vacancy you have applied for.
  • Enter into an employment contract with you.
  • Fulfill our legal obligations.

We may share your personal data with the following third parties in order to support the performance of a contract or to fulfill a legal obligation:

  • Professional advisors acting a sub-processors or controllers e.g. lawyers, accountants.
  • Government agencies such as HMRC.
  • Government agencies.
  • Service providers acting as sub-processors that provide IT and admin support e.g. Google Drive.

These third parties are subject to the same data protection requirements as Silicon Practice and as part of our duty to you we regularly review our terms and conditions with third parties to ensure ongoing compliance.

How we store your information

We only retain your personal data for as long as necessary to fulfil the purposes for which it was collected. Unsuccessful applicants’ personal data will usually not be stored for longer than six months from the date of application. If you have consented for your data to be kept on record to match to future vacancies, we will review the retention of this data every six months. If you are successful in your application, information collected as part of the recruitment process will be transferred to your personnel file and retained during your employment. Details of how your data will then be stored and retained are outlined in our Employee Privacy Notice.

We backup all our data for a period of 90 days. Backup data is encrypted and stored off site in a secure UK data centre before being automatically destroyed.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access- You have the right to ask for copies of your personal information
  • Your right to rectification- You have the right to ask to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is complete
  • Your right to erasure- You have the right to ask us to erase your personal information in certain circumstances
  • Your right to restriction of processing- You have the right to ask us to restrict the processing of your information in certain circumstances
  • Your right to object to processing- You have the right to object to the processing of your personal data in certain circumstances
  • Your right to data portability- You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. However, we can charge you a “reasonable fee” for the administrative costs of complying with your request if:

  • it is manifestly unfounded or excessive; or
  • you request further copies of your data following a request.

If you make a request, we have within one month to respond to you. If the request is complex or you have submitted a number of requests, we may inform you that we have extended this time period up to a maximum of a further two months.

If you wish to make a request please contact us at:

Address: Schappit Ltd
Unit 2 Oak Business Centre Ratcliffe Road
Sileby
Loughborough
Leicestershire
England
LE12 7PU

Phone Number: 01793 710500

E-mail: gdpr@siliconptactice.co.uk

How to complain

We encourage you to bring concerns to our attention if you think that our collection or use of information is unfair, unlawful or misleading. If you wish to make a complaint please contact us in the first instance using the contact details referred to above.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Review and monitoring

We regularly review and, where necessary, update this notice. As a minimum this notice is reviewed annually.

If we plan to use personal data for a new purpose, we will update our privacy information, communicate the changes to affected individuals and where necessary identify a new legal basis for processing before the new purpose is pursued.