Privacy notice for job applicants

As part of any recruitment process, Genie Ventures Ltd collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data, and to meeting our data protection obligations.

Information collected

Genie Ventures Ltd collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which Genie Ventures Ltd needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK.

Genie Ventures Ltd 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.

Genie Ventures Ltd may also collect personal data about you from third parties, such as references supplied by former employers. Genie Ventures Ltd will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Our online application form is hosted and data is stored by a third party organisation (see Access to Data below).

Reasons for processing personal data

Genie Ventures Ltd needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Genie Ventures Ltd needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Genie Ventures Ltd 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 Genie Ventures Ltd to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Genie Ventures Ltd may also need to process data from job applicants to respond to and defend against legal claims.

Genie Ventures Ltd may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Genie Ventures Ltd may keep your personal data on file in case there are future employment opportunities for which you may be suited. Genie Ventures Ltd will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Access to data

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the people 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.

Genie Ventures Ltd will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. Genie Ventures Ltd may then share your data with former employers to obtain references for you.

Your data may be transferred outside the European Economic Area (EEA) to allow the continued use of Google Suite.  Data may be transferred outside the EEA on the basis that Google has given assurances that the countries in which they do 'hold' data all comply with the same DP standards as the EEA.

Our online application form is hosted by TeamTailor. By completing our application form, you are consenting to share your application data with TeamTailor. TeamTailor will collect your responses and will only share these with Genie Ventures. A full copy of their Privacy Policy and how it stores and tracks your respondent data can be found here.. When reading this, please bear in mind that you are the ‘TeamTailor Respondent’ and Genie Ventures is the ‘TeamTailor User’.

How does Genie Ventures Ltd protect data?

Genie Ventures Ltd takes the security of your data seriously. It has internal policies and controls in place to ensure 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.

For how long does Genie Ventures Ltd keep data?

If your application for employment is unsuccessful, Genie Ventures Ltd will hold your data on file for one year after the end of the relevant recruitment process. We may then ask you if you agree to Genie Ventures Ltd continuing to hold your data for a further year for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data will be deleted.

Your TeamTailor application will be kept by Genie Ventures Ltd for one year, and then deleted. The copy of your application which TeamTailor holds will then be deleted from its systems and backups after one year.

Teamtailor has an automatic renew system and will let you know when your data is about to expire on its system. It will send you a request to keep your data on the system or have it permanently removed. The timeframe set is one year but you can request this option at anytime prior to the automatic renewal.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment. The periods for which your data will be held will be provided to you when you start in our Employee Privacy Notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Genie Ventures Ltd to change incorrect or incomplete data;
• require Genie Ventures Ltd to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where Genie Ventures Ltd is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact [email protected]

If you believe Genie Ventures Ltd has not complied with your data protection rights, you can complain to the Information Commissioner.

You are under no statutory or contractual obligation to provide data to Genie Ventures Ltd during the recruitment process. However, if you do not provide the information, Genie Ventures Ltd may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Issue Date: 30th August 2018 v1.1