Recruitment Privacy Notice

What is this notice?

When you apply for a position with us, or otherwise contact us in relation to an opportunity to work with us, you trust us with your personal data. We collect, store and process this data about you for recruitment purposes. This Privacy Notice will set out what data we collect, how we collect it and what we actually do with it in relation to our recruitment process. We also provide you with some information about your privacy rights and how the law protects you.

It is important that you read this Recruitment Privacy Notice together with any other detailed privacy notices we may provide when we are collecting or processing personal data about you so that you understand our privacy practices in relation to your data (including the LegalVision Privacy Notice).

Who are we?

In this Privacy Notice we, us or our means LegalVision Law UK LTD, Company number 13704561. Unless we notify you otherwise (including in the section below), we are the controller for your personal data.

A controller is a person or organisation who alone or jointly determines the purposes for which, and the manner in which, any personal data is, or is likely to be, processed.

Applying for jobs through our website

Where you apply for a job with us through the careers page on our website or via a third-party job board such as LinkedIn or Indeed, you will be redirected to our job application page, which is powered by Workable, Inc, a cloud based talent management software application, that assists us with our recruitment process. We use this platform to process personal data as a data processor on our behalf. This provider is only entitled to process your personal data in accordance with our instructions. More information on the provider’s privacy practices is available on their website.

What personal data do we collect?

Personal data is information that relates to an identified or identifiable individual.

We may collect, use, store and disclose different kinds of personal data about you which we have listed below:

Identity Data including your first and last name and information regarding your “right to work” in the United Kingdom.
Contact Data including your residential address, email address and telephone numbers.
Professional Information including your education history and your previous positions and professional experience and salaries, that you choose to share with us as part of your resume and cover letter or during an interview.
Marketing and Communications Data including your preferences in receiving information about future job opportunities, and your communication preferences.
Hiring Data including a record of your progress through any hiring process that we may conduct.
Technical and Usage Data including internet protocol (IP) address, your browser session and geo-location data, device and network information, statistics on page views and sessions, acquisition sources, search queries and/or browsing behaviour, information about your access and use of our website, including through the use of Internet cookies, your communications with our website, the type of browser you are using, the type of operating system you are using and the domain name of your Internet service provider.
Special Categories of Personal Data is a special category of personal data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. In the course of our hiring process we may collect, or come across such special categories of personal data, in different situations, including when reviewing your resume and/or cover letter, where you provide such information in an interview, and during the course of conducting any reference checks on you (which may include conducting a credit check and criminal record check).
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data at law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your data to calculate the percentage of applicants that we progress to interviews. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Recruitment Privacy Notice.

How we collect personal data

We collect personal data in a variety of ways, including:

Directly: We collect personal data which you directly provide to us, including when you fill in a form on our website to submit an employment application.
Indirectly: We may collect personal data which you indirectly provide to us while interacting with us, such as when you use our website, over the telephone and in your online enquiries.
From third parties: We collect personal data from third parties, such as information your referees provide to us, details you have provided to recruitment businesses or third party job application sites with the intention that they supply such data to us for recruitment purposes, and details of your use of our website from our analytics and cookie providers and marketing providers. See the “Cookies” section below for more detail on our use of cookies.
From publicly available sources: We collect personal data from publicly available resources such as professional networking sites such as LinkedIn.

Collection and use of personal data

We may collect, hold, use and transfer personal data for the following purposes:

to enable you to access and use our website;
to consider your application to work with us;
to contact and communicate with you;
to make offers and provide contracts for employment;
to conduct pre-employment reference checks;
where you have consented or where otherwise permitted by law, to send you information about future job opportunities that we consider may be of interest to you;
for internal record keeping and administrative purposes;
for analytics (including profiling on our website), market research and business development, including to operate and improve our website, services, and associated social media platforms; and
to comply with our legal obligations and resolve any disputes that we may have.

Legal bases for processing

We collect and process personal data about you only where we have legal bases for doing so under applicable laws. This means we collect and use your personal data only where:

it is necessary for the performance of a contract to which you are a party (for example, an employment contract);
it satisfies a legitimate interest (which is not overridden by your data protection interests), such as to facilitate our hiring process and to protect our legal rights and interests;
you give us consent to do so for a specific purpose (for example, we might ask for consent in order to send you information about future job opportunities that may be of interest to you); or
we need to process your data to comply with a legal obligation.

If you have consented to our use of data about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your data because we or a third party have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean that we can no longer consider your application for employment. Further information about your rights is available below.

Our disclosures of personal data to third parties

We may disclose personal data to:

our employees, contractors and/or related entities (including members of the LegalVision Group, consisting of Legal Vision Pty Limited (ABN 83 155 748 628), LegalVision ILP Pty Ltd (ABN 50 167 804 088), LegalVision IP NZ Limited (NZBN 9429048789172) and LegalVision NZ Limited (NZBN 9429048590969));
Workable, a cloud based talent management software application, that assists us with our recruitment process;
IT service providers, data storage, web-hosting and server providers such as Amazon Web Services;
professional advisors, bankers, auditors, our insurers and insurance brokers;
anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights; and
third parties to collect and process data, such as Google Analytics (To find out how Google uses data when you use third party websites or applications, please see www.google.com/policies/privacy/partners/ or any other URL Google may use from time to time), or other relevant analytics businesses.

Google Analytics: We have enabled Google Analytics Advertising Features including remarketing and reporting. We and third-party vendors use first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies (such as Google advertising cookies) or other third-party identifiers together.

You can opt-out of Google Analytics Advertising Features including using a Google Analytics Opt-out Browser add-on found here. To opt-out of personalised ad delivery on the Google content network, please visit Google’s Ads Preferences Manager here or if you wish to opt-out permanently even when all cookies are deleted from your browser you can install their plugin here. To opt out of interest-based ads on mobile devices, please follow these instructions for your mobile device: On android open the Google Settings app on your device and select “ads” to control the settings. On iOS devices with iOS 6 and above use Apple’s advertising identifier. To learn more about limiting ad tracking using this identifier, visit the settings menu on your device.

Overseas transfers

Where we disclose personal data to the third parties listed above, these third parties may store, transfer or access personal data outside of the United Kingdom. The level of data protection in countries outside of the United Kingdom may be less comprehensive than what is offered in the United Kingdom. Where we transfer your personal data outside of the United Kingdom, we will perform those transfers using appropriate safeguards in accordance with the requirements of applicable data protection laws and we will protect the transferred personal data in accordance with this Privacy Notice. This includes:

only transferring your personal data to countries that have been deemed by applicable data protection laws to provide an adequate level of protection for personal data; or
including standard contractual clauses in our agreements with third parties that are overseas.

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Your rights and controlling your personal data

Your choice: Please read this Recruitment Privacy Notice carefully. If you provide personal data to us, you understand we will collect, hold, use and disclose your personal data in accordance with this Recruitment Privacy Notice. You do not have to provide personal data to us, however, if you do not, it may affect our ability to provide legal services to you.

Information from third parties: In some situations, for example, where a recruitment business provides us with details of a potential candidate, we may receive personal data about an individual from a third party. Where this happens, we are likely to not have direct contact with the individual whose personal data we are processing. If you are a third party providing personal data about somebody else, you represent and warrant that you have such person’s consent to provide the personal data to us or are otherwise permitted by applicable data protection laws to share it with us. We will protect such personal data as set out in this Recruitment Privacy Notice.

Access, correction, processing and portability: You may request details of the personal data that we hold about you and how we process it (commonly known as a “data subject request”). You may also have a right in accordance with applicable data protection law to have your personal data rectified or deleted, to restrict our processing of that information, to object to decisions being made based on automated processing where the decision will produce a legal effect or a similarly significant effect on you, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to you or another organisation.

Unsubscribe: To unsubscribe from our email database or opt-out of communications (including communications with respect to employment opportunities), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Withdraw consent: Where we are relying on consent to process your personal data, you have the right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Storage and security

We are committed to ensuring that the personal data we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures and encryption of personal data to safeguard and secure personal data and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Cookies

We may use cookies on our website and Prism from time to time. Cookies are text files placed in your computer’s browser to store your preferences. You can find out more information about the types of cookies we use in our Cookie Policy.

Links to other websites

Our website may contain links to other websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal data which you provide whilst visiting those websites. Those websites are not governed by this Privacy Notice.

Amendments

We may change this Privacy Notice from time to time. We will notify you if we make a significant change to this Privacy Notice, by contacting you through the contact details you have provided to us and by publishing an updated version on our website.

For any questions or notices, please contact us at:

LegalVision Law UK LTD 13704561

The Express Building

9 Great Ancoats Street

Manchester M4 5AD

United Kingdom

Email: info@legalvision.co.uk

Last update: 04 July 2022