PRIVACY NOTICE  

NOTE:  The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which will come into effect in the UK on 25 May 2018.

Data controller:  Kymab Ltd, Babraham Research Campus, Cambridge CB22 3AT  

Please direct questions to data.protection.team@kymab.com  

As part of any recruitment process, Kymab collects and processes personal data relating to job applicants. Kymab is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Kymab collect?

Kymab collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which Kymab needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK

Kymab may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or Covering Letters submitted with your application, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Kymab may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from security and criminal records checks. Kymab will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Kymab process personal data?

Kymab needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Kymab needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Kymab has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Kymab to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Kymab may also need to process data from job applicants to respond to and defend against legal claims.

Kymab may process information about whether or not applicants are disabled to make reasonable adjustments for any applicants who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

As part of the security vetting process, managed through our current provider Horus, Kymab will seek information about criminal convictions and offences. Where Kymab seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment. All questionnaires completed by candidates as well as successful screening results will be destroyed once the screening has been completed. If Kymab is notified of a potential issue, the screening results will be shared with Kymab but destroyed once a final decision is made

Who has access to data?

Your information may be shared internally within Kymab for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers in the business area with a vacancy.

Kymab will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Kymab will then share your data with former employers to obtain references for you, and security vetting providers to obtain necessary background checks.

Your data may be transferred outside the European Economic Area (EEA) to share with other Kymab personnel who need to be involved in the recruitment process.

How does Kymab protect data?

Kymab takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Kymab keep data?

Your data will be deleted 12 months after registration if you have not accessed your account during that period.  If you do access your account during this period the 12 months will restart from the access date.  You can also delete your account at any time at which time all data associated with that account will be deleted.

If your application for employment is unsuccessful, all hard copy personal data gathered during the recruitment process will be deleted three months after you have been notified that you have been unsuccessful.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights You can:

• access and obtain a copy of your data on request;
• request the transfer of your data to you or a third party;
• require Kymab to change incorrect or incomplete data;
• require Kymab to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing, if you feel that it impacts on your rights and freedoms.

If you would like to exercise any of these rights, please contact data.protection.team@kymab.com

If you believe that Kymab has not complied with your data protection rights, you can complain to the Information Commissioner, the UK's independent body set up to uphold information rights. Please visit  https://ico.org.uk/concerns/  for more information.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Kymab during the recruitment process. However, if you do not provide the information, Kymab may not be able to process your application properly or at all.