Privacy Notice
Barton Willmore Candidate Privacy Notice
Barton Willmore is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. This Candidate Privacy Notice applies to you because you are applying for work with us. As such we want to let you know how and why we will use your personal data in connection with the recruitment process, and how long it will usually be retained for. This is necessary under the General Data Protection Regulation (GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
• The information you have provided to us in your curriculum vitae, your covering letter, your portfolio, in the online application form and any supporting documentation you supply, for example, your personal details including name, address, email, contact number, previous work experience, education and references.
• Any information you provide to us during an interview or as a consequence of an interview relevant to the role you applied for.
We may also collect, store and use the following "special categories" of more sensitive personal information:
• Information about your health, including any medical condition, in relation to either making reasonable adjustments to support you during the recruitment process or to assess your ability to carry out fundamental elements of the role, for example, driving.
• Equal opportunities information. This is not mandatory and is not made available to anyone outside of the HR team, save in an anonymised format so as not to identify you.
How is your personal information collected?
We collect personal information about candidates from the following sources:
• You, the candidate.
• The recruitment agency, executive search agency or any bespoke recruitment platform through which you applied for the position (if applicable).
• An employee or client of Barton Willmore who is referring you and whom you have given consent to do so.
• Your named referees.
How we will use information about you
We will use the personal information we collect about you to:
• Assess your skills, qualifications, and suitability for the role.
• Communicate with you about the recruitment process.
• Make reasonable adjustments to the recruitment process, where needed.
• Keep records related to our hiring processes.
• Comply with legal or regulatory requirements, including right to work checks
• In relation to the equal opportunities form, to monitor equality in recruitment practices
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information (with the exception of the equal opportunities information and medical information in relation to making reasonable adjustments) to decide whether to enter into a contract of employment with you.
Having received your CV, covering letter, online application form and any supporting documentation, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to contact you for an interview, we will use the information you provide to us during the recruitment process to decide whether to offer you the role. If we decide to offer you the role, we will then take up references before confirming your appointment. As part of the process we will also ask for proof of your identity (such as passport or driving licence) and any relevant right to work checks. Right to work checks are necessary to enable us to enter into a contract with you as well as being a statutory requirement which you are obliged to provide. A failure to provide this may result in us being unable to offer you employment/to engage or contract with you.
Your personal data, with the exception of the equal opportunities information, may be shared internally, as necessary, with the HR team, interviewers, hiring manager and Partners at the Practice, and their support staff and subordinates where appropriate,
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 be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. We may use equal opportunities information to monitor our recruitment practices and as an important means of demonstrating and implementing our commitment to promoting equality of opportunity
Data security
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.
Data retention
If we decide not to appoint you to the role, we will retain your personal information for a period of 12 months after we have communicated to 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 not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
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.
Rights of access, correction, erasure, and restriction
Under certain circumstances, by law 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 and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. 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 establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Privacy Manager in writing (dataprivacymanager@bartonwillmore.co.uk).
If you provide your personal information, it will be strictly on the basis that you have reviewed this notice and that you accept that we will process 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 data privacy manager. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely
Data Privacy Manager
We have appointed a Data Privacy Manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Privacy Manager. 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.
If you apply for an opportunity with us and provide us with your personal details, we are entitled to assume that you have read this Candidate Privacy Notice and accept its terms.