Hyperoptic Ltd, registered at Kings House, 174 Hammersmith Road, London, W6 7JP, is the Data Controller under the definitions of the GDPR and Data Protection Act 2018.
As part of any recruitment process, we collect and process 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.
What information do we collect?
We may collect a range of information about you, including:
· Name, address and contact details (e.g. email address and telephone number).
· Details of qualifications, skills, experience and employment history.
· Information about current level of remuneration, including benefit entitlements.
· Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process.
· Declarations relating to criminal convictions.
· Information about your entitlement to work in the UK.
· Personality assessment for managerial roles.
We collect this information in a variety of ways, such as;
· Application forms.
· CVs or resumes which you have submitted directly to us or our agents.
· Passport or other identity documents.
· Interviews or other forms of assessment.
· Skills assessment tools that are part of the recruitment process.
· References supplied by former employers or other contacts provided by you.
· Background and criminal record check providers (if required).
Your details may also have been submitted to us by one of our employees who knows you through personal interaction and they believe you may be suitable for vacancies within Hyperoptic. We assume any such referral is with your knowledge and agreement.
Data will be stored on your application record, in HR management systems and on other IT systems (including email) required to manage the recruitment process.
Why do we process your personal data?
We need information from you to enter into an employment contract.
In some cases, we need to process data to ensure that it complies with our legal obligations.
For example, we are required to check a successful applicant is eligible to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment steps, assess and confirm a candidate is suitable for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Where we rely on legitimate interests as a reason for processing data, we have considered if those interests are overridden by the rights and freedoms of employees or workers and have concluded that they are not.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our legal obligations and exercise specific rights in relation to employment.
For some roles, we are obliged to seek information about criminal convictions and offences. When this applies, we do so because it is necessary for us to carry out our legal obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. You may opt to request us to remove your information.
Automated decision making & Profiling
Some of our recruitment processes may be based solely on automated decision making. This can include rejecting a candidate via automated electronic screening questions; this can be related to something critical that a candidate is legally required to hold in order to undertake the role and at the standard required for the role.
You have the right to challenge the automated decision and request for a person to review and assess the decision.
For most roles Hyperoptic requires all shortlisted candidates to undertake an online assessment (Predictive Index) which is used as part of the interview process.
Who has access to data?
Your information will be shared internally during the recruitment stages. This includes members of the Human Resource 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.
As part of the recruitment process your data will be stored on our secure HR systems and may be shared with third party providers who arrange testing, background or health checks as required.
However, if your application for employment is successful and we make you an offer of employment we will contact former employers to obtain references for you, which involves sharing data which identifies you, to employment background check providers to obtain necessary background checks and for some roles we may contact the Disclosure and Barring Service or other criminal records checking agencies to obtain necessary criminal records checks (we would always confirm your explicit permission to do a criminal record check).
Is your data transferred outside the EEA?
Personal data may be transferred outside the EEA to be processed by employees in our Serbian office. These procedures are conducted on the basis of a written and legal agreement between the UK and Serbian branches of Hyperoptic (standard contract clauses) as required by GDPR.
How do we protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that 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.
How long do we keep data for?
If your application for employment is unsuccessful, we will hold your data on file for a period of 2 years after the end of the relevant recruitment process, for the consideration of future employment opportunities.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a separate privacy notice.
Your rights
As a data subject, you have the right to:
· Access and obtain a copy of your data on request.
· Object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing.
· Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.
· Change incorrect or incomplete data.
· Request to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
For further information, or if you would like to exercise any of these rights please can email dataprotection@hyperoptic.com.
What if you do not provide personal data?
Personal Information requested in our recruitment process is necessary to process your application effectively and fairly in relation to yourself and other applicants.
Certain information, such as proof of your right to work in the UK are mandatory by law and your application is dependent on you providing this information.
How to complain
You can contact our Compliance Team at dataprotection@hyperoptic.com.
If you believe we have not complied with your data protection rights, you can complain to the Information Commissioner’s Office via https://ico.org.uk/ or phone 0303 123 1113.
