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Phlexglobal’s Recruitment Privacy Notice

Recruitment Privacy Notice:  V1 May 2018

What is the purpose of this document?

Phlexglobal Limited as the Data Controller of Mandeville House 62, the Broadway Amersham, Bucks HP7 0HJ, Telephone: +44(0)1494720420 is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during the recruitment process, when you apply for a job with us, in accordance with the General Data Protection Regulation (GDPR). We need to process your personal data for the purposes of recruitment and in preparation for a potential employment contract.

It is important that you read this privacy notice which covers the personal data we process as part of the recruitment process.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

 

The kind of information we collect about you

We will collect, store, and use the following categories of personal information about you limited to those required for the recruitment process, including the personal data you have provided in your CV and you may provide in your job application form at the point of interview.  We will retain your CV in our system for the duration of the recruitment process.  In addition, we will ask for salary expectations and for your notice period.

If you are selected for interview then we will collect the following information from you in addition to the information in your CV.  We will ask you for this when you complete an application form:

  • Gender,
  • Ethnicity,
  • Current Salary,
  • Salary Expectations
  • Right to Work documentation

The ethnicity data is known as Special Categories or sensitive data and we need this information from you to meet our Legal Obligation under the Equal Opportunities legislation.

How we will use information about you?

The information is used for the recruitment process. If you are successful in your application for employment and we employ you, then the data will be retained and processed for on-boarding and in and post-employment purposes. You will be provided with a more detailed Privacy Notice which applies to our employees and sets out in more detail how we process your data and your rights.

How long do we retain your personal data?

Your data will be disposed of in accordance with our retention policy within 6 months from the date of the conclusion of the interview process if you are not successful. If you are however, successful your personal data will be retained and will become part of your employment contract and will be retained in accordance with our retention policy.

Change of purpose

We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we will not process your personal information without your knowledge unless it is required by law.

Our obligations

We will process your information in accordance with the data protection principles and laws as set out above.

We will protect your information at all times and respect your privacy, rights and freedoms.

Do we need your consent?

We only need your consent for processing Special Categories of personal data and this is limited to your Ethnicity at this stage. The rest of the recruitment data is being processed in accordance with this policy for the recruitment process in preparation of a potential contract of employment or to carry out our legal obligations. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Data sharing and International Transfer

During the recruitment process we will share your personal data with our hiring managers outside the EEA, to the USA.  We will also share your data with ISV who are our online skills assessment partner.

We will ensure a similar degree of protection in respect of your personal information whether it is in the EA or outside the EAA.

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 lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees 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.

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.

 

What Rights do you have and how can you exercise them?

You have a number of rights under the GDPR, these are dependent on the particular Lawful Basis which the data is being processed these are set out below.

These are the following rights you have for processing under Contract and Legal Obligation Lawful Basis:

  • Be informed about the collection and use of your personal data.
  • 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).
  • 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 portability of your personal information to another party.
  • Object to automated decision making and profiling and seek human intervention.

 

If you want to exercise these rights please contact Human Resources in writing.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we will charge a reasonable fee if your request for access is clearly unfounded or repetitive.

What we will need from you to exercise your rights

We will need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Information Commissioner’s Office (ICO)

You have the right to make a complaint at any time to the Information Commissioners Office (ICO), the UK supervisory authority for data protection issues, if you feel we have not complied with law.

 

Changes to this privacy notice

We reserve the right to update this privacy notice at any time.  We will provide you with an updated privacy notice if it materially affects the processing of your personal data.

 

If you have any questions about this privacy notice, please contact Phlexglobal’s Human Resources via HR@phlexglobal.com or for Data Protection issues via privacy@phlexglobal.com

 

 

What our customers say about us...

"There are CROs that have the capability to do it, some do have the electronic systems. But there isn’t anybody I know who provides as good a solution as Phlexglobal."
Senior Director in Clinical Operations, top 20 global pharma
"Phlexglobal has experience in handling eTMF documents and has this as its core competency. It makes sense to outsource to them."
Associate Director of MRP Management, US pharma

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