Privacy Notice
Privacy Statement
Sports Information Services Ltd
Applicant privacy notice for online applications
December 2024
Introduction and Scope
This Privacy Notice explains how SIS collects and processes your data. It covers all companies within SIS group . References to “SIS” should be taken as referring to the SIS group and to all and any of its subsidiary companies
Who are the Data Controllers?
SIS has the following data controllers that are each responsible for your personal data. Each respective entity is registered as a data controller with the Information Commissioner’s Office, with the registration number listed alongside their name:
- Sports Information Services Limited: Z7467568.
- 49’s Limited: ZB098339.
- 49’s (Competitive Gaming Limited) ZB098397.
(collectively referred to as “SIS”, “we”, “us” or “our” in this privacy notice). We have appointed a Data Privacy Manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Privacy Manager by sending an email to: dataprotection@sis.tv . Alternatively, you can contact the Data Privacy Manager by writing to: Suite Z, 82 Portland Place, London W1B 1NS.
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 (www.ico.org.uk), about the way in which your personal data is collected, processed and used. However, we would very much appreciate the chance to deal with any concerns you have before you approach the ICO so please do contact us if you have a concern or complaint.
Why do We process your Data?
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Confirm your eligibility to work in the United Kingdom.
- Assess your fitness for work and any adjustments to working practices that might need to be made.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to use your personal information to decide whether to appoint you to the role because it will be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract of employment with you.
After receiving your CV and application form, we will process that information to decide if you meet our requirements to be shortlisted for the role and whether to invite you for interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references from your referees and we may conduct other checks including a criminal record check before confirming your appointment.
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 for or during your interview.
- For certain roles, we may require additional personal sensitive information to ascertain suitability (for example roles requiring night working or shift working).
- We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
How do we collect your data?
The organisation collects this information in a variety of ways. For example, data is collected
- through application forms or CVs; obtained from your passport or other identity documents such as your driving licence; monitoring, information from publicly available sources such as social media, from forms completed by you at your application for a role; from correspondence with you; or through interviews; and in some instances, the organisation collects data about you from third parties, such as references supplied by former employers.
- Data is stored in a range of different places, including in your personnel file, in SIS's HR management systems and in other IT systems (including SIS’s email system).
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 for as long as necessary for the purposes we have told you about.
- Kept securely.
The information we hold about you
If you apply for a position with SIS online, we will collect, store, and use the following categories of personal information about you in connection with your application:
- The information you have provided to us in your CV (including your photograph if you have included this) and covering letter.
- The information you provide on our application form including name, title, address, telephone number, personal email address, employment history, qualifications, salary expectations and adjustments that may be required due to your needs.
- Any information you provide on our equal opportunities form.
- Any information you provide to us during an interview.
We may also collect, store and use the following "special categories" of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
How is your personal information collected?
We collect personal information about candidates from the following sources:
*You, the candidate.
Your named referees, from whom we request the following categories of information about you:
- Attendance
- Volume and quality of work
- Knowledge of job
- Dependability
- Honesty and integrity
- Team work
- Ability to work without supervision
- Would they re-employ?
A third party who will send you a questionnaire to complete which will be used to assess your fitness for work.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Who has access to data?
Your personal data will only be shared within SIS where lawful to do so and for legitimate purposes. SIS takes appropriate steps to ensure that people who receive your data are bound to maintain confidentiality of the data.
In addition, SIS uses third parties who provide services, including work agencies, in connection with the application and recruitment process. In providing such services, your personal data may be processed by the service provider on SIS’s behalf for the purposes of providing the required service to SIS.
We may share your personal data with third parties, who may act as controllers in their own right, in other circumstances, by means of example only, this may include but not be limited to :
- HR and Learning and Development services providers
- Insurance organisations
- Scheduling and Operating Systems providers
- Governmental organisations or agencies, including law enforcement
- External advisors (such as legal advisors and accountants)
- Employee benefits providers.
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. When working with third parties, your data may be transferred to countries outside the UK or European Economic Area (EEA). Should it be necessary that data are transferred outside these territories, we have written assurances from our third-party suppliers that your information is protected to at least an equivalent level as would be applied by the UK or EEA data privacy laws.
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.
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you that your application has not been successful. We retain your personal information for that period so that we can show 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 applicable laws and regulations. Should you wish to request erasure of your personal information before the 12 months, please contact the Data Privacy Manager by sending an email to: dataprotection@sis.tv . Alternatively, you can contact the Data Privacy Manager by writing to: Suite Z, 82 Portland Place, London W1B 1NS.
Your rights in connection with personal information
Under certain circumstances, you have the right by law 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 the legitimate interest of a third party) and there is something about your situation which makes you want to object to processing on this ground.
- 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 SIS HR team, 2 Whitehall Avenue, Kingston, Milton Keynes, MK10 0AX in writing.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your data (or to exercise any of your other rights). This is a security measure to ensure that data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.