Recruitment privacy policy

At Gill Jennings & Every LLP (“GJE”) we are committed to protecting your privacy and being transparent about how we collect and process personal data. Our general privacy policy is available on our website PRIVACY POLICY; the policy below serves as an addendum to our general privacy policy and specifically explains how we protect information gathered for recruitment purposes.  (Visitors to and users of our recruitment website and job applicants are referred to in this policy as users.)

This recruitment privacy policy, which should be read in conjunction with GJE’s general privacy policy, is effective from 25 May 2018. We may update this recruitment privacy policy, along with the general privacy policy, from time to time.  You should check both policies from time to time.

What we collect 

We will need to hold and retain some of your personal data in order to consider your candidacy for the job role(s) to which you have applied and others for which we may consider you suitable. 

In addition to data that identifies you and enables us to contact you, as outlined in the general privacy policy, the data we collect may include:

  • Details to assess your suitability for a vacancy, including details of your qualifications and employment, usually in the form of a curriculum vitae and covering letter.
  • Details of referees, whom we will only contact with your express permission once a job offer has been made to you and you have accepted that offer.
  • Details of your eligibility to work in the UK, usually by viewing and copying the relevant pages of your passport, which is normally requested in advance of a second interview.

We may collect your data via this recruitment website, or directly from you, or via third parties whom you have nominated to provide information.

This recruitment website collects only personally identifiable information that is specifically and voluntarily provided by users. You are under no statutory or contractual obligation to provide data to the firm during the recruitment process. However, if you do not provide the information, the firm may not be able to process your application properly or at all.

By using our website and submitting your personal data or by submitting your personal data via other means such as email, post or via a third party such as a recruitment consultant, you consent to our use of your personal data as set out in this policy. 

Our lawful basis for using your data 

The firm has a legitimate business interest in processing personal data both during and after the recruitment process and for keeping records of the process. Processing data from job applicants allows the firm to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide whether and to whom to offer a job and the reasons why.

  • Personal details you provide via this website or by other means will be: 
  • Held on a manual file and/or on computer systems by Gill Jennings & Every LLP 
  • Used to deal with your application, to satisfy legal requirements and for statistical analysis 

As long as your account remains active (online users only), used to provide you with future vacancy details by email; or, if submitted by other means, used to provide you with future vacancy details by email for a period of 6 months after the process has concluded for the vacancy to which you have applied.

Your information will be shared internally for the purpose of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, managers/ partners in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.  If you provide your personal details by setting up an account via our recruitment website, your account and personal details are hosted by a third party using a cloud service, with a UK based data centre.

We do not pass information to third parties, unless required to do so by law or unless your application for employment is successful and then subject to your acceptance of our offer. The firm may then share your data with former employers, work experience/voluntary work providers and educational institutions to obtain references and with the Disclosure and Barring Service to obtain criminal record checks, if necessary.

We retain the personal data of unsuccessful candidates for 6 months after the process has concluded, in case a further application is made or if the original vacancy becomes available again.

Unless a candidate exercises their right to be forgotten, a log which includes your name, the position you applied for, the source of your application and the outcome of your application, will be kept for a maximum period of 3 years.  The purpose of this log is as a record of recruitment activity and to ensure adherence to agreed terms of business with recruitment agencies.

Measures to keep your data safe

GJE has in place generally accepted standards of IT security for the purpose of protecting information provided by users from misuse, loss, or corruption and you should refer to our general privacy policy for further details.

Only authorised personnel have access to personally identifiable information submitted through our recruitment website and they are required to maintain the confidentiality of this sensitive data. 

Your records

Online account users (via our recruitment website)

You can amend the information contained within your online account: this includes but is not limited to amending your contact details, changing your password and uploading an updated CV.  You are also able to delete your account. 

We consider users' accounts to be active if there has been activity,  e.g.  you have logged on, within the last 6 months.  If your account has been inactive for 6 months it will automatically be deleted and you will not be considered for any future vacancies unless you subsequently create a new account.

When an account is deleted, either by the candidate or automatically, the electronic and manual information we hold about that individual will also be deleted provided that there has been no activity  e.g.  job application or interview within the previous 6 month period.  Where there has been activity, electronic and manual information about a candidate will be deleted within 6 months after the process has concluded for the vacancy to which you have applied, save for a log of applicants as described above.

Non-online account users (e.g. via recruitment consultants, email and post)

You can amend the information we hold on you by sending us updated information and requesting out of date information be destroyed: this includes but is not limited to amending your contact details and sending us an updated CV.  You are also able to request that all the information you have sent us be destroyed: see ‘Your rights and choices’ below.

We delete all information received for each job vacancy, save for a log of applicants as described above, within 6 months of the job vacancy being filled, or in the case of a speculative application, within 6 months of receipt of the application.

Your rights and choices

In certain circumstances, you have the right for your personal data to be erased (the right to be forgotten), although it may be impossible to exercise that right in full where we have a legal obligation to retain those data, or for the establishment, exercise or defence of legal claims.  

Please note that the limitation or deletion of your personal data may mean that we will be unable to consider your application for any job vacancy for which you have applied.

You may request details of personal information which we hold about you: see below ‘How to contact us’.  Please head your correspondence “Data Subject Access Request”.  We may undertake additional checks to ensure your data is not shared with anyone else.  We are obliged to respond to your request within one month of the receipt of your request.

For more information about your rights, you may contact The Information Commissioner, whose details are at www.ico.org.uk.

How to contact us

If you have any questions about how we process your personal data, please feel free to contact us at dataprotection@gje.co.uk.  

If you want to exercise any of your rights under the General Data Protection Regulations 2016, please contact us at the above email address, or write to The Data Protection Officer at the address below.

If you are dissatisfied with the way we process your personal data, please write to The Managing Partner at the following address:

Gill Jennings & Every LLP

The Broadgate Tower

20 Primrose Street

London

EC2A 2ES

If you are still dissatisfied with the way we have processed your data after we have responded to you, you may contact the Information Commissioner’s Office directly.