What is the Purpose of this Notice?
Synectics plc and its subsidiary companies (which includes but is not limited to Synectic Systems Group Limited and Quadrant Security Group Limited (in its own capacity and trading as SSS Management Services) (“We”, “Us”, “Our”) is a “data controller”. We are responsible for deciding how we hold and use personal information about you. You have been provided with a copy of this Notice because you are applying to work for us.
This Notice informs you of:
- How and why your personal data will be used;
- How long your information will usually be retained for; and
- Certain information that must be provided to you under the General Data Protection Regulations ((EU) 2016/679) (GDPR).
Please Note: Once you have received a copy of this Notice from us (for example from our website) or from the agency through which you submitted an application, please read it and let us (or your agency) know if you have any queries or if you want to raise an objection to something in this Notice.
You are entitled to object to us processing your personal data, in the ways summarised in this Notice. But if we cannot legitimately complete the processing of your application, you will not be successful in your application to work for us.
Data Protection Principles
We will comply with data protection laws and principles, which means that your data will be:
- used lawfully, fairly and in a transparent way;
- collected only for valid purposes that are explained to you in this Notice;
- relevant to the purposes we have notified you about and limited only to those purposes;
- kept only as long as necessary for the purposes set out in this Notice; and
- kept securely.
The Kind of Information We Hold About You
We will collect, store, and use the following categories of personal information about you:
- the information in your curriculum vitae and / or completed application form including any covering letter or email provided by you;
- information about you that we obtain from your referees; and
- any information you provide to us during an interview.
We may also need to collect, store and use “special categories” of sensitive personal information. This includes information about your (i) race or ethnicity (ii) religious beliefs, (iii) sexual orientation, (iv) political opinions, (v) general health and wellbeing (including medical conditions), (vi) health and sickness records and (vii) criminal convictions and offences (if any).
How is Your Personal Information Collected?
We may collect personal information about you from the following sources:
- you directly;
- recruitment agencies, from which we collect the following data: your name, address, age, current salary, copy of your CV, email address, phone number, Date of Birth and confirmation of your right to work in the UK and previous employment references;
- background check providers, from which we collect the following data: name, address, national insurance number and your email address;
- credit reference agencies, from which we collect the following data: name, address, national insurance number and your email address;
- The Disclosure and Barring Service in respect of any criminal convictions you may have;
- the referees whose details you provided to us; and
- social media platforms upon which you may have an online profile - sometimes we may review your LinkedIn profile and print certain pages containing information you have posted (or allowed to be posted) on LinkedIn.
How We will Use Information about You
We will use the personal information we collect about you to:
- assess your skills, qualifications, and suitability as a potential employee of our organisation;
- perform background and reference checks, where applicable;
- communicate with you about the recruitment process;
- keep records related to our hiring processes;
- decide whether or not we will invite you to attend an interview
- decide whether or not we will offer you the position you applied for and therefore enter a contract of employment with you; and
- comply with any other legal or regulatory requirements (not specifically covered above).
It is in our legitimate interests as a business to decide whether to offer you employment with us (or not) in the role for which you have applied.
If we decide to offer you the position, we will then take up the references you have provided and we may carry out a criminal record check and driving licence and motor insurance checks (amongst others) before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not process your application any further.
How We Use Sensitive Personal Information
We will use your sensitive personal information to:
- consider whether we need to provide appropriate adjustments during the recruitment process (for example during a test or interview) to account for any disclosed disabilities; and
- to ensure we carry out meaningful equal opportunity monitoring and reporting (for example by keeping information about your race, gender, sexual orientation, religious, philosophical or moral beliefs).
If we intend to offer you a position we may perform the following third party background checks (amongst others);
- check details with The Disclosure and Barring Services;
- perform a credit reference check with one of our credit reference agency partners; and
- take up references from the referees whose details you provided to us.
It is in our legitimate interest to perform these checks because due to the nature of our work and the sectors in which we operate it is necessary to perform background checks on potential employees in case something in their background makes them unsuitable for the role in question.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might we share your personal information with third parties?
We will only share your personal information internally within our group and external third party companies when it is necessary for us to make an informed decision about whether to employ you or not. For example we may use your name and e-mail address to contact SHL Psychometric and Ability Testing as part of our recruitment processes.
The companies in our group are subject to the terms of an intra-group data transfer agreement which requires them to protect your information, should they receive it.
All our third party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will we keep your information for?
If you have been unsuccessful in your application, we will retain your personal information for a period of six months after we have told you our decision.
We retain your personal information for that period so that we can show, in the event of a legal claim that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy personal information relating to unsuccessful candidates.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
If you have been successful and become an employee, the data we hold on you will become subject to a different data retention period, as set out in our Data Retention Policy.
Rights of Access, Correction, Erasure, and Restriction
Your rights in connection with personal information
Under certain circumstances you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you.
- Request a correction of the personal information that we hold about you (if it is incorrect).
- Request erasure of your personal information. This means you can ask us to delete or remove personal information where there is no good reason for us continuing to process it. Sometimes though, we may be required to keep the data, even if you ask us to delete it. If this happens, we will inform you.
- Object to particular processing of your personal information where we are relying on a legitimate interest to do something and you do not want us to do that. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to first establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you would like to try and exercise one or more of these rights please contact the Data Protection Officer (the Company Secretary of Synectics plc) in writing.
Right to Withdraw Consent
When you applied to work for us you provided consent to us processing your personal information for the purposes of the recruitment exercise.
You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the relevant Synectics’ business units HR Department. Once we have received notification that you have withdrawn your consent, we will no longer process your application and you will automatically be withdrawn from the process.
Subject to our retention policy, we will then dispose of your personal data securely.
Data Protection Officer
We have appointed a Data Protection Officer (DPO) to oversee compliance with this Notice. The Data Protection Officer is the Company Secretary of Synectics plc. If you have any questions about this Notice or how we handle your personal information, please contact the DPO at the following address:
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.