Privacy Notice - Applicants
IB BOOST LTD ("IBB" or "we") are committed to protecting and respecting the privacy of applicants ()also referred to as "you" herein). This Privacy Notice sets out the basis on which the personal data collected from applicants will be processed by IBB in connection with our recruitment processes.
INTRODUCTION
- This Privacy Notice only applies to the personal data of applicants. It does not apply to our employees, contractors or clients, or any other personal data that we may hold as part of other processes. If an applicant is made an offer of employment with IBB, that individual will become an employee and information on the processing of employee personal data will be provided
- As used in this Privacy Notice, "applicants" refers to anyone who has expressed interest in a role with IBB, whether via an online job board / site, directly via the IBB recruitment email account ()either in reference to a posted job advert or speculative / unsolicited), via a recruitment firm, or referred by a third party / individual
- As used in this Privacy Notice, "personal data" is defined as any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. Sensitive personal data expands on the definition of personal data, and relates to personal data which relates to race, ethnic origin, politics, religion, trade union membership, genetics, biometrics, health, sex life or sexual orientation
- Throughout this Privacy Notice, we use the term "processing" to cover all activities involving your personal data, including collecting, handling, storing, sharing, accessing, using, transferring, and disposing of the personal data
- For the purpose of Data Protection Legislation and in regards to this Privacy Notice, IBB is the Data Controller
- This Privacy Notice may be updated from time-to-time, with the live version always being that which is live on www.ibboost.com
YOUR PERSONAL DATA
Personal data we collect from you
In order to manage your application, IBB needs to process certain personal data about you. The personal data collecting during the IBB recruitment process is limited to what is necessary in order to make an educated decision on your fit for the role to which you have applied. IBB's clients include public sector organisations and large financial service institutions, therefore it is important that IBB carefully and thoroughly vets all applicants we are considering for employment to assess their character and suitability for the particular role. The following personal data may be processed as part of the IBB recruitment process:
- Name
- Contact details such as email address and phone number
- Nationality / visa / right to work or permit information
- Employment and education history (including qualifications and skills)
- Assessment information (e.g. interview, technical test)
Sensitive personal data
Sensitive personal data is only processed where it is required as part of the recruitment process e.g. disability or health information where reasonable adjustments must be made to the recruitment process.
Personal data we collect from other sources
We may also collect personal data from publicly available sources that you have published on the internet, including LinkedIn profiles and other social media platforms.
Other information you provide
We do not require personal data such as gender, marital status, children, religion, country of origin, sexual orientation, or disabilities as part of the IBB recruitment process. However, we are aware that some applicants will include this information on their CVs by default, and if this is the case we will treat this information in the strictest confidence, although it will not be used as part of the decision-making process.
USES MADE OF YOUR PERSONAL DATA
Purpose of processing
- To consider your application in respect of the role for which you have applied
- To consider your application in respect to other roles we may have available
- To communicate with you in respect to the recruitment process
- To ensure compliance with legal requirements
- To protect our legal rights to the extent authorised or permitted by law
- To keep records in relation to recruitment and hiring
Legal basis for processing
Legal obligations In some instances, IBB needs to process your personal data to comply with legal obligations. For example, we are required to verify that all potential employees have the legal right to work in the UK prior to commencing employment with IBB. Legitimate interests It is in the legitimate interest of IBB to collect all other information cited above as part of the recruitment process. As stated previously, IBB's clients include government agencies and large financial service institutions, and therefore it is important that we properly vet all potential employees throughout the course of the recruitment process. Initial vetting is done through phone chats, face-to-face interviews, and technical tests. All additional vetting is undertaken as part of the onboarding process.
Automated decision making
IBB currently does not use automated decision-making processes as part of the recruitment process. All CVs and applications are reviewed manually and all decisions on who we will employ are made by IBB personnel.
Direct marketing
We will never use personal data provided as part of the application process for direct marketing, nor will we share your personal data with third parties for this purpose. Once your part in the IBB recruitment process has ended, we will not contact you again unless you have requested to be alerted to future relevant role openings.
HOW WE HANDLE YOUR PERSONAL DATA
Storage and access
IBB takes appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.
We may store your personal data using cloud storage providers who have data centres outside of the UK and EEA. Where we store data outside of the UK or EEA, we only do so using third parties which are known to process and store in line with European data privacy legislation. There are a variety of ways third parties may do this, including:
- making use of the EU-US Privacy Shield and Swiss-U.S. Privacy Shield international frameworks
- processing or storing the data in a country which has been identified as providing adequate protection for EEA data
- using European Commission Standard Contractual Clauses
- using Model Clauses and binding corporate rules
IB Boost will always exercise due diligence before engaging a third party for data storage with regards to data security, wherever they are located.
Retention
By default, all personal data collected on applicants who apply directly for a role with IBB is held for six (6) months from the end of the recruitment process (in most cases, this will be the day the applicant is advised that the recruitment process has ended with an unsuccessful application). The six-month retention period is based on the timelines for raising a tribunal claim, and no processing beyond storage will take place during this time.All personal data collected on applicants who are introduced to IBB by a recruitment agency is held for twelve (12) months from the date of introduction. The twelve-month retention period is based on contractual obligations between IBB and the recruitment agency.We may offer some applicants the opportunity to consent to us keeping their personal data longer so that they can be considered for future vacancies with IBB. In these instances, this personal data will be stored for three (3) years from the opt in date, and an applicant can opt-out at any time by emailing us via the contact details at the end of this document.
YOUR RIGHTS
Under the General Data Protection Regulation (GDPR) you have a number of important rights. For more information about your rights in regard to your personal data, please see the ICO Guide to General Data Protection Regulation available at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/. If you have any queries about this Privacy Notice or your personal data generally, including questions about accessing your personal data or correcting it, you should contact IBB via the contact details at the end of this Privacy Notice. It is your responsibility to keep your personal data up-to-date so that accurate application records can be maintained.
CONTACT
IB Boost Ltd Registered address: 19 Skylines Village, Limeharbour, London, E14 9TS UK company number: 7027475 Email: privacy@ibboost.com