Employment Applicant Privacy Notice

Introduction and who we are

Gordons LLP of 1 New Augustus Street, Bradford, England, BD1 5LL (Company No: OC319292) together with any group companies (“Gordons”, “we” or “us”) provide this notice to make job applicants (or “you”/”your”) aware of our policies relating to the processing of personal data in accordance with the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulation 2003, as amended, replaced, re-enacted or consolidated from time to time and any national laws which relate to the processing of personal data (“Data Protection Legislation”)). References to ‘Personal Data’ and ‘Special Category Data’ within this notice shall be references to those terms as defined in Data Protection Legislation.

We are registered with the Information Commissioner’s Office with registration reference Z5755504.

Personal Data

We process Personal Data from job applicants including C.V’s and any ancillary information provided as part of your application to assist with our recruitment processes.  Such Personal Data may include, but is not limited to:

• Name and contact details (eg address, telephone numbers and email address);
• Details of your qualifications, experience, employment history (including job titles, locations, salary and working hours), professional memberships and interests;
• Information about your previous academic and/or employment history including any conduct or performance issues, appraisals, time and attendance records;
• Details of your referees;
• Formal identification documents such as your passport or driving licence;
• Any other information you, or someone acting on your behalf, provides us with.

Special Category Data

You may also supply us with Special Category Data which is information relating to your racial or ethnic origin, religious or similar beliefs, physical or mental health, sex and sexual orientation by completing our equal opportunities monitoring form. This information is gathered for equality of opportunity monitoring purposes and is anonymised. We may also collect information about criminal convictions and right to work checks and/or DBS checks to comply with our legal obligations (with your consent, for certain roles). The provision of Special Category Data by you is entirely voluntary although if we are under a legal obligation to process a certain category of data, we may not be able to progress your application. We will let you know if this may be the case beforehand.

How we use your information

Any Personal Data and Special Category Data about you which is obtained by us during the application process (including any information obtained directly from you or from third parties such as your referees or recruiters) or as part of pre-employment checks may be retained and used by us for the purposes of considering your suitability for employment, conducting appropriate checks and as otherwise reasonably required for our legitimate interests and compliance with applicable law.

We will only use your information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. We do not make any recruitment decisions by automated-decision making / profiling, without your prior consent.

If you have any medical condition or disability which may require special facilities or support at interview we will only use this information for the purpose of providing any necessary adjustments in accordance with equality legislation, to ensure compliance with employment law and making decisions regarding your fitness for work.

Who we may share your information with

We may share your information internally. In particular, it may be shared with our HR team involved in the recruitment process, supervisors, partners, and other authorised personnel involved in the recruitment process.

We may also share your information with a limited number of third parties, only if it is necessary for them to provide their service. This may include background/credit check providers, our legal and other professional advisors, recruitment agencies, employee benefits providers, IT service providers and the Disclosure and Barring Service (with your consent and only for certain roles). All such third parties will be bound by confidentiality obligations. We do not permit our third party service providers to use your information for their own purposes.

How long we keep your information

If your application is successful, and you subsequently become employed by us, the personal information described in this notice will form part of your personnel file.  If we do not employ you, we may still retain your information for up to 24 months so that we can consider you for future roles and so that we can demonstrate we have treated you to a fair recruitment exercise free from discrimination.

Staff Privacy Policy and your rights

For further information on how your information is used, including disclosure to third parties, how we maintain security of your information and your rights to access the information we hold about you, please see our Staff Privacy Policy. A copy of the policy can be requested from our HR Department at recruitment@gordonsllp.com.

If you have any questions about this notice, our Staff Privacy Policy or would like to exercise any of your data rights, please contact our Data Protection Lead at dp@gordonsllp.com.