Job applicant privacy notice

Data controller: Crick Software Ltd.  
Telephone: 01604 671691
Contact: hr@cricksoft.com

Crick Software Ltd collects and processes personal data relating to job applicants as part of its recruitment activities. We are committed to being transparent about how we collect and use personal data and to complying with our data protection obligations under the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). 

This privacy notice explains how and why we process personal data during recruitment and what rights job applicants have in relation to their personal data. 

What personal data do we collect? 

We collect a range of personal data about you during the recruitment process. This may include: 

• 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 and benefits (where relevant) 
• information about whether you have a disability for which we need to make reasonable adjustments 
• information about your entitlement to work in the UK 

We may collect this information in a variety of ways, including from application forms, CVs, interviews, assessments and correspondence. 

Where an offer of employment is made, we may also collect personal data from third parties, such as references from former employers. You will be informed before this information is requested. 

How do we collect and store your data? 

Personal data relating to job applicants is stored securely using Company systems and approved thirdparty cloudbased services, including HR management systems, as well as in limited paper records where necessary. 

Access to applicant data is restricted to individuals involved in the recruitment process and others who require access for legitimate business reasons. 

Why do we process personal data? 

We process personal data to: 

• take steps at your request prior to entering into an employment contract 
• assess your suitability for the role for which you have applied 
• manage the recruitment process and make hiring decisions 
• comply with legal obligations, including right to work checks 
• keep records of recruitment decisions and respond to or defend legal claims 

We may also process information about disabilities to make reasonable adjustments during the recruitment process. This information is processed to meet our legal obligations and exercise specific rights in relation to employment. 

We will not use your personal data for purposes unrelated to the recruitment process. 

Lawful bases for processing 

We process your personal data on one or more of the following lawful bases: 

• to take steps at your request prior to entering into a contract 
• to comply with legal obligations 
• for our legitimate interests in running an effective recruitment process, where those interests are not overridden by your rights 
• to carry out obligations and exercise rights in relation to employment (for special category data). 

Who has access to personal data? 

Your personal data may be shared internally with: 

• interviewers and recruiting managers 
• staff involved in administering the recruitment process 
• IT or systems administrators where access is required for their role 

We do not share applicant data with third parties except where necessary for the recruitment process (for example, obtaining references following an offer of employment), or where required by law. 

International data transfers 

We do not routinely transfer applicant personal data outside the United Kingdom. Where any transfer outside the UK is required, appropriate safeguards will be put in place in accordance with UK GDPR. 

How long do we keep your data? 

If your application is unsuccessful, we will normally retain your personal data for up to one year following the end of the recruitment process, after which it will be securely deleted. 

If your application is successful, personal data collected during recruitment will be transferred to your personnel file and retained in accordance with our Employee Data Protection Policy. 

Data security 

We take the security of personal data seriously and have appropriate technical and organisational measures in place to protect it against unauthorised access, loss, misuse or disclosure. 

Your rights 

Under UK GDPR, you have the right to: 

• access your personal data 
• request correction of inaccurate or incomplete data 
• request deletion of your data where applicable 
• object to processing based on legitimate interests 
• request restriction of processing in certain circumstances 

To exercise any of these rights, please contact hr@cricksoft.com. You also have the right to make a complaint to the Information Commissioner’s Office if you believe your data protection rights have been breached. 

What if you do not provide personal data? 

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