Applicant Privacy Policy - GlobalWebIndex

Welcome to our applicant Privacy Policy

This notice explains what personal data we hold about you, how we collect it, and how we use and may share information about you during your employment and after it ends. We are required to notify you of this information under data protection legislation. If you have any questions about this notice, please contact recruitment@globalwebindex.com.

Your choice

By submitting your personal data, you:

Declare that you have read, understood and accepted this Privacy Notice;
Are declaring that the information given in your application is complete and true to the best of your knowledge and understand that incorrect statements may lead to your application being rejected.
Are authorising GlobalWebIndex to verify statements contained in your application and to make any necessary reference checks.

Who collects the data

GlobalWebIndex is a ‘data controller’ and collects and processes certain information about you which enables GlobalWebIndex to identify you. GlobalWebIndex may also process "special categories" of personal data about you.

Your personal data will be handled in accordance with current data protection legislation.

What data we collect

In order to manage your application, we need to process certain personal data about you. We only process your information as necessary for the purposes of progressing your application, and as required by law or regulatory requirements.GlobalWebIndex either collects personal data directly from candidates, or sometimes from third party job boards or background check providers.

Your name, date of birth and contact details, (gender and nationality);
Previous employment history, salary details, academic and professional qualifications, skills and competencies, personal interests and any other information you may have included in a CV, cover letter or application form;
Current and historic salary details;
Details of your right to work within the UK/US/Greece.

During the process we may collect some special categories of personal data including e.g. disability information, gender personal data revealing racial or ethnic origin; personal data revealing religious or philosophical beliefs; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person’s sex life; and data concerning a person’s sexual orientation. This is collected in order to: (i) make reasonable adjustments to enable candidates to apply for jobs with us (ii) to attend interviews (iii) to prepare for starting work with GlobalWebIndex (if successful) and (iv) to ensure we respect diversity and inclusion in our workspace and comply with our legal and regulatory requirements.

Using your data

As a data controller GlobalWebIndex holds and processes your personal data which is needed to facilitate the selection process and in connection with any subsequent employment. Your personal data may be used to assess your application for employment with GlobalWebIndex, to verify the information you have provided, to conduct reference checks, to communicate with you and to inform you of further career opportunities.

Throughout your application we use a third party applicant tracking system called Greenhouse to track all stages of your application. Greenhouse acts as our data processor and will process your information stored on their platform in accordance with our instructions. A link to their privacy notice can be found here: https://www.greenhouse.io/privacy-policy.

Your data may also be stored within internal communication channels that we use such as G-Suite and Slack for HR to communicate to hiring managers on the progress of your application.

In the event of your application resulting in a job offer and acceptance of a position with GlobalWebIndex, the data collected will become part of your employment record and will be used for employment purposes.

GlobalWebIndex relies on several legal grounds to legitimise the processing of your information. This includes where it is required to take steps at your request prior to entering into an employment contract with you, it is necessary for the purposes of legitimate interests pursued by us or a third party, and your interests and fundamental rights do not override those interests, to comply with employment law or other legal obligations or, in limited circumstances because you have provided your specific consent.

Securing information

We are committed to keeping your personal data secure. We have put in place physical, electronic and operational procedures intended to safeguard and secure the information we collect. All GlobalWebIndexstaff have a legal duty to respect the confidentiality of information, and access to confidential information is restricted to only those who have a reasonable need to access it.

We have procedures in place to deal with any suspected data security breach. We will notify you and the appropriate regulator of a suspected data breach where we are legally required to do so.

Sharing information

Your personal data, including special categories of personal data may be shared between employees who legitimately need the information as part of the recruitment process. This may include employees who have managerial responsibility for you, or employees in HR responsible for certain HR processes (e.g. recruitment, assessment, reference checks, pre-employment screening).

We may also share your information with certain external third parties, including suppliers who carry out reference and background checks.

When we transfer your personal data to third parties or to third party service providers we do so when required by law, where it is necessary to administer our relationship with you, or where we have another legitimate interest in doing so. We oblige those third parties to protect your information with appropriate security measures and prohibit them from using your information for their own purposes or for disclosing your information to others.

In certain circumstances these recipients may be outside the UK. This means your personal data may be sent outside the EU to a jurisdiction that may not offer an equivalent level of protection as is required in EU countries. If this occurs, we will ensure adequate safeguards are in place to protect your data in accordance with applicable legislation.

We do not carry out any automated processing for marketing purposes using your personal data and will not share this data with anyone for the purpose of marketing to you.

Where requested or if we consider that it is reasonably required, we may also provide your data to government and law enforcement organisations. They may then use your data to carry out their legal functions.

How long we keep your data

Where your data is no longer required for the purposes described in this privacy notice we will ensure it is securely deleted. Applications from unsuccessful candidates will be securely deleted after 24 months.

Your rights

You have the following rights:

Please contact us if you would like confirmation that your data is being processed and access to your personal data. Information will be provided without unreasonable delay and at the latest within one month of receipt.
Please advise us of any data which you would like rectified if it is inaccurate or incomplete.
You can request the deletion or removal of your personal data where there is no lawful reason for its continued processing.
Restrict Processing. You can tell us that we can keep your personal data but must stop processing it for certain specified reasons.
Data Portability. In certain circumstances you have the right to request your personal data be moved to another data controller.
To Object. In certain circumstances you have the right to object to our processing of your personal data.
We do not undertake any automated decision-making using your personal data.
In the limited circumstances where we process your personal data on the basis of your consent, to withdraw your consent to such processing at any time, although this will not affect the lawfulness of our processing of your personal data prior to your withdrawal of consent.
Lodge a complaint about our processing of your personal data with a supervisory authority. In the UK this is the Information Commissioner's Office.

If you would like to exercise one of your rights listed above please send an email to privacy@globalwebindex.com

Please use the email template below to confirm the right you wish to exercise together with details of the data in respect of which you are exercising such right.

Subject: <The right you would like to exercise>

Body:

<name>

You will not have to pay a fee to exercise any of these rights. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may 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 your personal information is protected.

Updates

We may update this notice periodically. Where we do this, we will inform you of the changes and the date on which the changes take effect.