This Privacy Notice explains how Greenwoods Legal LLP (‘we’, the ‘firm’) handles information it collects about job applicants. This notice is non-contractual and can be amended at any time.
This firm is a “data controller”. This means that we are responsible for deciding how to hold and use personal information about you. Our registered address is: Queens House, 55-56 Lincoln’s Inn Fields, London, WC2A 3LJ
If you have any questions about our approach to data protection, please contact Rebecca Austin, Risk & Compliance Lead: email@example.com
We will use your personal information in the following circumstances:
We will process ‘special categories’ of sensitive information in the following circumstances:
We normally collect personal information from you directly (e.g. during the application and recruitment process).
We also collect personal data about you from third parties, such as references supplied by former employers and employment agencies. We may sometimes collect additional information from publicly available sources, such as social media sites (e.g. LinkedIn).
We will use your personal information in the following ways (this list is not exhaustive):
We will use your ‘special categories’ of sensitive personal information in the following ways (this list is not exhaustive):
The firm will not use your data for any purpose other than the recruitment exercise for which you have applied.
Where the provision of your personal data is required for us to enter into an employment contract with you or is a statutory requirement, refusal to provide this personal information will prevent us from being able to offer you employment.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Your information may be shared internally by authorised staff who need to have access to that information for the purposes of the recruitment exercise (i.e. the recruiting manager and members of the HR team).
Your data may be transferred to countries outside the European Economic Area (EEA) EEA in circumstances where we work with an international third-party provider e.g. for the provision of our recruitment process. Data is transferred outside the EEA only in limited circumstances and on the basis of declaration of adequate safeguards being provided by the third-party provider.
If your application for employment is unsuccessful, the firm will hold your data on file for six months after the end of the relevant recruitment process.
We may keep your personal data on file for longer to be considered for future employment opportunities. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time. If you agree to allow the firm to keep your personal data on file, we will hold your data on file for a further two years for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
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. You will be provided with the Staff Privacy Notice which contains details on retention.
Under certain circumstances, by law you have the right to:
Some of these rights are not automatic, and we reserve the right to discuss with you why it might not comply with a request.
In addition, in the limited circumstances where you may have provided your consent to the processing of your personal information, you have the right to withdraw your consent at any time. To withdraw your consent or exercise any of the above rights, please contact Rebecca Austin, Risk & Compliance Lead in writing.
If you have any questions about our approach to data protection please contact Rebecca Austin, Risk & Compliance Lead: firstname.lastname@example.org
You retain the right to lodge a complaint about the management of your personal data with the Information Commissioner’s Office.