Job Applicant Privacy Notice
JOB APPLICANT PRIVACY NOTICE
BACKGROUND
This Privacy Notice tells you how QFM Group (“QFM”, “we” or “us”) processes your personal data when you apply for a position with QFM. It also describes your data protection rights, including a right to object to some of the processing which QFM carries out. More information about your rights, and how to exercise them, is set out in the Your Choices and Rights section.
We also may provide you with additional information when we collect personal data, where we feel it would be helpful to provide relevant and timely information.
WHAT PERSONAL DATA WE COLLECT
We process the following types of personal data when you apply for a position with us.
Data you provide to us: We collect and store any data you provide us through your application, including your contact details; your application materials (CV, cover letter, previous work experience, education, and transcripts, and our notes from any interviews with you); your desired salary, type of employment sought and date available; your identification documents (passport and passport number, government identification numbers where permitted, immigration status); and any other data you submit to us, including any correspondences you may have with us during the application process.
Data from other sources: We obtain data about you from other sources, including recruiters, franchisors, employment research firms, identity verification services, the references you provide to us, websites and other publicly accessible data on the Internet. We may also receive data you submit to us through third-party websites. Where permitted, we collect details of professional registrations, and sanctions with professional bodies, financial checks or criminal convictions where you have consented to background checks and details of your driving licence and driving record.
Information we collect automatically: If we accept your job application through our online portal, we may collect information sent to us by your computer, mobile phone or other access device. For example, this includes the pages you access, your computer IP address, device identifiers, the type of operating system you are using, your location, mobile network information, standard web log data and other information, your browser type and traffic to and from our site.
For some roles we will seek information about criminal convictions and offences. We will collect information about your criminal convictions history if we would like to offer you a role, where we are entitled or required to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. These checks will only be carried out with the individual’s consent.
We may collect sensitive personal data about you such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health data, sexual orientation. We collect this in order to monitor equal opportunities and to protect your vital interests.
WHY WE COLLECT, USE AND STORE THIS PERSONAL DATA
We collect, use and store your personal data for the reasons set out below.
Where necessary for QFM to assess your application – this includes assessing your skills and interest in career opportunities at QFM, processing your application, analysing your qualifications, verifying your identity and eligibility for employment, and communicating with you about your application to respond to your enquiries and schedule interviews.
Where necessary for QFM’s legitimate interests – as listed below, and where our interests are not overridden by your data protection rights:
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to protect our legitimate business interests and legal rights. This includes, but is not limited to, use in connection with legal claims, compliance, regulatory, auditing, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation) and other ethics and compliance reporting requirements.
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To maintain the security and integrity of our facilities, equipment and electronic platforms. This includes administering access rights, monitoring compliance with company protocols, and where permitted by law and in accordance with relevant policies, for investigations and disciplinary actions.
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Where necessary to comply with a legal obligation – such as disclosures to law enforcement agencies or in connection with legal claims, or regulatory purposes (including disclosure of such information in connection with legal process or litigation).
Where you have given consent – for example, we may ask for your permission to conduct a criminal background check or a review of your driving record.
The table below sets out a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so.
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Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
|
Verifying your identity and eligibility for employment |
(a) Identity |
Legal obligation Legitimate interests (verifying identity and right to work) |
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To manage our relationship with you |
(a) Identity |
Performance of a contract with you |
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Carrying out background checks on you to assess your suitability for the role |
(a) Identity (b) Contact |
Consent |
|
Paying you and, if you are an employee or deemed employee for tax purposes, deducting tax, pension and National Insurance contributions |
(a) Identity |
Performance of a contract with you Legal Obligation (Employment Rights) |
|
Assessing qualifications for a particular job or task, including decisions about promotions |
(a) Identity |
Legitimate Interest (managing staff performance and operational requirements) |
HOW WE SHARE YOUR PERSONAL DATA
We share some of your personal data with other members of the QFM Group to administer and manage group functions, including to make systems available to our employees or to refer you for other open positions.
Your personal data will also be shared with companies providing services under contract to QFM, such as training providers, service providers and IT hosting and/or IT maintenance providers.
Personal data will also be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the protection of our legitimate interests in compliance with applicable laws.
In the event that a part of the QFM Group is sold or integrated with another business (in part or whole), your details may be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business / business unit.
YOUR CHOICES AND RIGHTS
You have the right to ask QFM:
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for a copy of your personal data;
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to correct, delete or restrict processing of your personal data;
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to obtain the personal data you provide in a structured, machine readable format;
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to object to the processing of your personal data in some circumstances (in particular, where we do not have to process the data to meet a contractual or other legal requirement or compelling interest); and
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where we have asked for your consent, to withdraw your consent at any time. If you ask to withdraw your consent to QFM processing your data, this will not affect any processing which has already taken place.
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Automated decision making or profiling may be used by prospective employers to assess your suitability for a role. This would entail decisions about you and your suitability for a role being made by automated means without any human involvement. We do not currently use automated decision making.
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office. Further details are available on their website https://ico.org.uk/about-the-ico/ .
We will retain your personal data only for one month or as long as we need it for QFM’s legitimate interest in accordance with applicable law, unless you give us permission to hold your records on file for other positions that become available. If you accept employment with us, we will retain your personal data throughout your employment and for a period of three years thereafter in accordance with a separate notice we will provide to you upon your acceptance of employment.
INTERNATIONAL TRANSFERS
Your personal data may be processed in or accessed from jurisdictions outside the European Economic Area (“EEA”) by us and by some of the third parties to whom we share your personal data. We rely on the EU-U.S. Privacy Shield Framework to transfer your personal data to other contracting parties. When we transfer your data to organisations outside the QFM group we use approved standard contractual clauses to safeguard the transfer. Where we transfer personal data to a third party that has implemented Binding Corporate Rules (internal rules for data transfers within multinational companies), we may rely on them to safeguard the transfer. For further information, including to obtain a copy of the documents used to protect your information, please contact us as described in the Contact Us section below.
CONTACT US
The data controller for your personal data will be QFM Group or any of the companies that make up QFM Group from time to time. For applications for certain senior positions, the Directors of QFM Group will also be a data controller of the data you provide for the purposes set out in this Privacy Notice.
If you have questions about this Notice or wish to contact us for any reason in relation to our personal data processing, please feel free to discuss this with your relevant recruitment contact or by contacting QFM’s Data Compliance Officer at DCO @qfm-group.com.
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