Candidate Privacy Notice  

What is the purpose of this document?

Mayo Wynne Baxter is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.  We are drawing your attention to this privacy notice because you may be interested in applying for work with us (whether as an employee, worker or contractor) or registering your interest for job alerts. It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (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 or your creation of an account to receive job alerts, we will collect, store, and use the following categories of personal information about you:

§  The information you may provide to us in any uploaded curriculum vitae and covering letter.

§  The information you may input to our recruitment system  when setting up an account including, but not limited to, name, title, address, telephone number(s), personal email address, date of birth, gender and other diversity information (see below).

§  The information you may input to our recruitment system when applying for a vacancy including, but not limited to, your eligibility to work in the UK, information about your driving licence, unspent criminal convictions, whether you have been dismissed from a job, your preferred working pattern if not full time, your salary expectations and any other information you provide in support of your application(s). 

§  Any information you may provide to us before, during and after an interview.

§  Any other information collected during the selection process such as occupational tests (if used), interview notes and anything relevant for specific roles.

We may also collect, store and use the following "special categories" of more sensitive personal information:

§  Information about your gender, date of birth, nationality, ethnic origin, religion, and sexual orientation. 

§  If we make an offer of employment to you 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.

§  A recruitment agency if they are submitting details on your behalf

§  A background check provider, after an offer of employment is accepted

§  Your named referees, after an offer of employment is accepted

            The following data from third parties is from a publicly accessible source:

            The Law Society Find a Solicitor website or other professional body if appropriate and SRA S43 check for all roles, after an 
            offer of employment is accepted.

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.

§  Carry out background and reference checks, where applicable.

§  Communicate with you about the recruitment process.

§  Keep records related to our hiring processes.

§  Comply with legal or regulatory requirements and the Law Society’s Diversity & Inclusion Charter

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 and you have applied to be appointed to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

Having received your application, we will 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 interview you  we will use the information you provide to us before, during and after interview to decide whether to offer you the role.

 If we decide to offer you the role and should you accept, we will then take up references and carry out other background checks including right to work, criminal record check and (for key financial or senior roles) credit check 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 be able to process your application successfully. For example, if we require a credit check or 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 your particularly sensitive personal information in the following ways:

§  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 will use information about your race or national or ethnic origin, religion, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about you if you accept an offer of employment from us

We will collect information about your criminal convictions history if you accept a role with us (conditional on background checks and any other conditions, such as references, being satisfactory). We may be required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

Given the nature of our work, our roles require a high degree of trust and integrity since they involve dealing with sensitive legal issues and so for all roles we will, once the offer of employment has been accepted, carry out a pre-employment check which includes right to work and criminal records.  For senior and finance roles we additionally carry out a credit check.  These checks are carried out by an external provider and we receive a summarised report which will be retained with your employment records.  At the time of arranging the check, more information will be provided to you about the process for the pre-employment check.  We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.  

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with the following third parties for the purposes of processing your application:

§  Our HR system which is hosted in the UK

§  Our pre-employment screening provider for the purposes of carrying out the appropriate background checks, if you are offered and accept a role with us.

§  If your application is via an agency, offers of employment are made via the agency who would therefore receive the offer summary to pass on to you, including salary and benefits.

§  All our third-party service providers and other entities in the group 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. 

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. Details of these measures may be obtained from the HR team at recruitment@mayowynnebaxter.co.uk.  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 - How long will you use my information for?

Should you not be successful in your application, we will retain your job application details for a period of six months.  We retain those records  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 may securely destroy your job application details in accordance with our data retention policy. The account which you will have set up in order to receive job alerts and/or apply for a vacancy will not be deleted until there has been six months of inactivity or until you delete your account, whichever is sooner. 

 In order to receive job alerts or to apply for employment with us, you will need to set up an account in our recruitment system which is accessed via a link on our website.   If your account is inactive for six months it will be deleted unless you respond to a reminder and reactivate your account. 

 

If you wish to delete your account sooner than six months you can do so, however in order to comply with our legal requirements the data related to your application for a specific role  will be retained for six months.  If you are appointed to a role your application records will be transferred into your employment record.

            Rights of access, correction, erasure, and restriction

            Your rights in connection with personal information

            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 toanother party, please contact the HR team at recruitment@mayowynnebaxter.co.uk.

Right to withdraw consent

When you applied for a role or created an account, 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 recruitment@mayowynnebaxter.co.uk.  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.  You may also deactivate or delete your account at any point, subject to us being able to comply with our data retention policy in respect of any job applications you have made.  


 

Data protection officer

We have appointed a data protection officer (DPO) 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 Martin Williams, DPO (mwilliams@mayowynnebaxter.co.uk).   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.