Dennis Publishing Ltd (“we”, “us”, “our”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to us, will be processed in connection with our talent attraction and acquisition processes. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
As part of our candidate application and recruitment process we will collect, process and store personal information about you. We process this information for a range of purposes relating to our talent attraction and acquisition process which includes your application, assessment, any pre-employment screening and your worker permissions.
We use SmartRecruiters, an online application tracking system provided by SmartRecruiters, to assist with our talent attraction and acquisition processes. We use SmartRecruiters to process personal information as a data processor on our behalf. SmartRecruiters is only entitled to process your personal data in accordance with our instructions.
Where you apply for a job vacancy advertised by us, these Privacy Notice provisions will apply to our processing of your personal information in addition to our general Privacy Notice which is available on our Website http://www.dennis.co.uk/privacy-policy/
This document sets out:
- Why we collect your personal information;
- What information is collected and;
- How it is processed within our talent acquisition process.
Throughout this Privacy Notice we use the term “processing” to cover all activities involving your personal information, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of the information.
1) Why do we collect your personal information?
We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the attraction and acquisition of talent into Dennis. In order to manage your application or interest in working for us, we need to process certain personal information about you.
We only process your information as necessary for the purposes of progressing your enquiry or application or as required by law, so not all of the purposes set out below will apply to you all of the time.
- Enquiry and/or Application: CV, name, address, employment history, academic and professional qualifications, age, diversity (i.e. gender. ethnicity, disability, sexual orientation ), nationality;
- To consider your enquiry or application in respect of other roles;
- Assessment: CV, interview (face to face, telephone or video), behavioural assessments (such as a role play, group exercise or presentation), technical or writing assessments;
- To communicate with you in respect of the talent acquisition process; and
- To find appropriate candidates to fill our job vacancies.
2) What personal information might we process?
Here are some examples of the type of information we may process. There’s a full list in Schedule 1 at the end of this notice.
- Personal details such as name, address, date of birth;
- Work history/job data; previous employers, positions, dates, etc.
- Compensation; basic salary, benefits, bonuses, etc.;
- Education and work history including professional qualifications and skills;
- Employer feedback / references;
- Nationality / visa / right to work permit information; (e.g. passport, driving licence, National Insurance numbers)
- Assessment results e.g. technical or writing assessment results, results from video or telephone assessment
- If you contact us, we may keep a record of that correspondence.
During the process we may also capture some sensitive personal data about you (e.g. disability information). We do this in order to make reasonable adjustments to enable our candidates to apply for jobs with us, to be able to take online/telephone assessments, to attend interviews/assessment days and to prepare for starting at Dennis (if successful.)
Automated decision making/profiling
We may use SmartRecruiters technology to select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job vacancy will be made by our talent team staff.
3) Who do we share your personal information with?
We will need to share your personal information internally and may require to share it with some external parties from time to time. Some of these third parties and associates will be located outside the European Economic Area (“EEA”). Your information will only be shared if it is necessary or required (for example with SmartRecruiters).
Our talent acquisition process will involve:
- Assessing and progressing your enquiry or application,
- Assessing your suitability (skills, strengths, behaviours) for the role
- Activities needed to complete the onboarding process should your application be successful.
To enable these processes your personal information may be shared internally, but the information shared is limited to what is required by each individual to perform their role in the talent acquisition process.
Your personal information may be shared with the following people:
- Those employees who would have managerial responsibility for you or are acting on their behalf;
- Employees in the wider HR team who have responsibility for certain HR processes (for on-boarding and contractual paperwork);
- Employees or contractors in IT and the relevant system owners who manage user access; and
- Facilities personnel for locker and security card pass.
4) Information we collect from other sources:
SmartRecruiters provides us with the facility to link the data you provide to us, with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.
SmaretRecruiters technology allows us to search various databases, which may include your personal data, to find possible candidates to fill our job vacancies. Where we find you in this way we will obtain your personal data from these sources.
5) How do we protect your information?
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
Where we store your personal data
Where we share information with other parties located outside your country, as a minimum, we will require that such personal information is protected as required by the laws of the country where you work. We will also require our third party suppliers or recipients of personal information to guarantee the same level of protection as provided by us. Your personal information will always be retained in accordance with our HR Data Retention Policy. The data that we collect from you and process using SmartRecruiters may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).
SmartRecruiters uses a limited number of third-party providers in the USA and in Europe to provide data hosting services (Amazon Web Services) and to help to perform usage statistical analysis, customer support and technical operations. Furthermore, SmartRecruiters ensures that all personal data is handled, processed, transferred and stored in accordance with relevant EU data protection law, and that adequate safeguards and procedures providing protection to users’ personal data are in place.
6) How long we keep your personal data
We will hold all the personal data we have processed for a period of two years from the completion of the recruitment exercise in accordance with our HR data retention policy after which it will be deleted.
Your personal information can also be deleted on one of the following occurrences:
- deletion of your personal information by you (or by another person engaged by you); or
- receipt of a written request by you (or another person engaged by you) to us.
7) Your Rights
Under the General Data Protection Regulations (“GDPR”) you are entitled to see the information that we hold about you. You can also request changes to be made to incorrect information. You can ask for information to be deleted or blocked if you legitimately think that we shouldn’t be processing that information or are processing it incorrectly.
In summary, your rights are:
- To have access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
- To require us to correct any mistakes in your information which we hold
- To require the erasure of personal data concerning you in certain situations
- To receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to a third party in certain situations
- To object at any time to the processing of personal data concerning you for direct marketing
- To object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- To object in certain other situations to our continued processing of your personal data
- To otherwise restrict our processing of your personal data in certain circumstances
- To claim compensation for damages caused by our breach of any data protection laws.
If you have any queries about this Privacy Notice or your personal information generally, including questions about accessing your personal information or correcting it, you should contact firstname.lastname@example.org in the first instance.
Alternatively, there is information available on our website in the general privacy notice about accessing your personal information and your other rights under GDPR, please search for “subject access requests”.
It is your responsibility to keep your personal information up to date so that accurate enquiry and application records can be maintained. You can manage all of your applicant data by accessing and updating your profile via SmartRecruiters.
This document will be reviewed and updated regularly.
Full list of information we may process:
- Name, work and home contact details
- Date and place of birth
- Education and work history
- Individual demographic information in compliance with legal requirements (such as marital status, passport/visa information, nationality, citizenship, disability, work permit or gender)
- Health issues requiring adaptations to our working environment
- Job titles and recent job history
- Employment or contract related information (including compensation, location, hours of work and so on)
- Reporting and managerial relationships
- Leaves of absence (such as maternity leave, sickness absence)
- Disciplinary / grievance records
- Time and attendance details
- Bank account details for salary payment purposes
- Skills and qualifications
- Health & safety incidents, accidents at work and associated records
- Notes of telephone interviews or recordings of video profiles or interviews
- Notes from face to face interviews
- Results from behavioural assessments (e.g. assessment day exercises)
- Results from technical or writing assessments
* Some of these categories of information might potentially include some sensitive personal information. Sensitive personal information is not routinely collected about all applicants, it may be collected where we have a legal obligation to do so, or if you choose to disclose it to us during the course of your relationship with us.