Fasthosts
Data protection privacy notice for recruitment using Teamtailor
The service for handling recruitment and simplifying the hiring process is powered by Teamtailor (‘Service') on behalf of Fasthosts Internet Limited trading as Fasthosts (‘Company’). This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
Who collects the information
Fasthosts Internet Limited trading as Fasthosts (‘Company’) are ‘data controllers’ and are responsible for your personal data.
Data protection principles
We will comply with the data protection principles when gathering and using personal information.
About the information we collect and hold
The table set out in Part A of the schedule below summarises the information we collect and hold (up to and including the shortlisting stage) during the recruitment process, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to the information we collect or to the purposes for which we collect and process it.
Our use of your information
We use your information:
- To provide the services to you;
- To contact you via email, SMS or phone, about vacancies that we believe you may be interested in;
- To answer your enquiries;
- To keep you informed of new vacancies/services we offer;
- Maintain a client or candidate business relationship with you;
- To match your skill sets with appropriate job vacancies;
- To fulfil contractual obligations with you;
We will also disclose your personal information where we are permitted and requested to do so by law.
Where information may be held
Information may be held at our offices and those of our group companies, which are based in the EU, and third party agencies, service providers, representatives and agents.
How long do we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for a minimum 6 months, and no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but only with your consent, you have the right to withdraw consent at any time by contacting the Company using the contact details of the Data Protection Officer (DPO) listed below
If your application is successful, we will keep the recruitment information that is necessary in relation to your employment.
Cookies
When you use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve your usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy, which can be found on our website.
Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling cookies can affect the experience of the Service, for example disabling some functions in the Service.
Your right to object to us processing your information
Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact our Data Protection Officer (DPO), who can be contacted via email privacy@fasthosts.com if you wish to object in this way.
Your rights to correct and access your information and to ask for it to be erased
Please contact our Data Protection Officer (DPO), who can be contacted via privacy@fasthosts.com if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our Data Protection Officer for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our Data Protection Officer will provide you with further information about the right to be forgotten if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Changes
We have the right to, at any time, make changes or additions to this Privacy Notice. The latest version of the Privacy Notice will always be available through the Service.Where appropriate, we will notify you of any changes by email or when you next visit the Services’ website.
How to complain
We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
THE SCHEDULE
ABOUT THE INFORMATION WE COLLECT AND HOLD
Part A - Up to and including the shortlisting stage
1)
The information we collect:
Your name and contact details (ie address, home and mobile phone numbers, email address)
How we collect the information:
From you directly, from our existing employees, from job boards and from you via our service providers
Why we collect the information:
(I) Legitimate interest: to carry out a fair recruitment process
(II) Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages
How we use and may share the information:
To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome
To inform the relevant manager or department of your application
2)
The information we collect:
Details of your name and contact details (ie address, home, and mobile phone numbers, email address) qualifications, experience, employment history including job titles, salary and working hours, and interests. Your curriculum vitae, photos and videos, and answers to questions as part of the recruitment process. Information from Facebook and Linkedin accounts, and the emails you send to us.
How we collect the information:
From you directly, or via our service providers
Why we collect the information:
(I) Legitimate interest: to carry out a fair recruitment process
(II) Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit
How we use and may share the information:
To enable HR personnel or the manager of the relevant department to make an informed recruitment decision
If your application is unsuccessful at this stage, we will keep your information for a minimum of 6 months, for the purpose of establishing, exercising and/or defending any legal claims, in accordance with our legitimate interests. We may also keep your information with your consent, for any roles that we may believe would be of interest to you in the future.
