Recruitment privacy notice

RECRUITMENT PRIVACY NOTICE

This privacy notice describes how Crown Agents Ltd collects and processes Personal Information when providing consultancy services to our clients.

Crown Agents operates internationally through subsidiary and affiliate entities.

In providing our services, Crown Agents may be required to handle Personal Information of individuals to data processor who operate on our behalf. We also process Personal Information of individuals who are employees, contractors and suppliers. This privacy notice applies to any individual (“data subject”) whose Personal Information we process while providing our services.

By providing your data and/or information, or by using the Crown Agents website or other online or digital platforms, you consent to the use of your data and information as described or referred to in this privacy notice, social media and the cookie policy. Should any of the ways in which we process personal information change, please check this site regularly for updates.

1. Scope of this Privacy Notice

This privacy notice describes how Crown Agents collects and process Personal Information while providing services, and it applies to all Personal Information we collect or process about you.

When processing your Personal Information, we act as controllers and may cooperate with third party processors in meeting our compliance obligation under law. We may pass your personal data on to our service providers who are contracted to Crown Agents in the course of our work with you. Our service providers are obliged to keep your details securely, and use them only to fulfil the service they provide you on our behalf. Once your service need has been satisfied, or the matter has been closed, they will dispose of the details in line with Crown Agent’s procedures.

2. Cross-border transfer

Your personal Information may be transferred to, stored, and processed in countries that are not regarded as ensuring an adequate level of protection for Personal Information under European Union law. We have put in place appropriate safeguards, such as contractual agreements in accordance with applicable legal requirements to ensure your data is adequately protected. For more information on the appropriate safeguards, please contact us at the details provided under the “Contact us” section below.

3. Why, and how, we collect and process your Personal Information

“Personal Information” is information that identifies you as an individual or relates to an identifiable individual. We may also obtain information about you from other sources, such as through your interactions during the interview process or from third parties with access to certain information stored by third parties such as business and employment-orientated social media sites or websites. The information we hold about you may include the following:

Categories of Personal Information	Examples of types of Personal Information we may collect
Personal identification information	Name, title, gender, country, date of birth, political affiliation, nationality, ID documentation
Contact information	Email, phone, address
Personal Information regarding qualifications and career development	Any name, address, contact details demographic information (such as gender, age, date of birth, marital status, nationality, employment details, hobbies, dependents) other human resources data required for an employment contract personal identification documentation (such as passport, visa, national insurance number and employee identification numbers.
Information resulting from background check	Due Diligence report
Special categories of Personal Information (such as your race or ethnicity, religious beliefs, disability and sexual orientation)	When permitted by local law in order to comply with legal obligations and internal policies, such as relating to diversity and anti-discrimination. Information about disabilities to the extent relevant for providing adjustments during the recruitment process, and for the performance of your work: for instance, where we would be required to make work or workspace adaptations or adjustments. Racial or ethnic information: where such information is processed for diversity related purposes.
Criminal history	Information relating to criminal records to the extent that a client, process or law requires us to ask for this information.
Compensation and payroll	Bank account information, current salary, compensation, and benefits.
Any other information that you decide to voluntarily share with Crown Agents	Communication during recruitment process.

Note: A decision not to provide any of your Personal Information as required or requested in the context of the recruitment procedure, may have an effect on your ability to participate in the recruitment process.

As necessary, some or all of the categories of Personal Information may be provided to, or made available to us by our partners and service providers.

4. Legal basis for processing

We are required to have a legal basis to process your Personal Information. The legal basis will be one of the following:

for the purpose of contract with you to comply with our obligations under the contract
for the intention of contract on your behalf and we need to process personal data to do what you ask
you give consent to collect and use the data for the purposes described in this notice. You may withdraw your consent at any time by contacting us using the details at the end of this privacy notice

we believe you have legitimate interest in our services

5. Security and retention

Crown Agents is committed to keeping your personal information secure. We use physical, technical and operational procedures intended to safeguard and secure the information we collect. We may retain and use your Information to consider you for other positions, if you have asked us to do so.

We will use discretion to ensure that we do not retain your Personal Information for longer than necessary in line with our legal and business requirements.

The criteria used to determine our retention periods include:

How long is the Personal Information needed to provide you with a job offer?
Have you indicated that we can retain your information to consider you for other positions?
Are we subject to other legal, contractual, or similar obligation to retain the Personal Information

6. Contact us

In any case, if you would like to review, change, restrict, or delete the Personal Information you have supplied to us, to the extent Crown Agents is not otherwise permitted or required to keep such Personal Information, if you wish to object to certain information processing operations as outlined in data protection law or if you would like to receive a copy of your Personal Information please contact us.

We will do our best to address your request in time and free of charge, except where it would require a disproportionate effort. We will ask you to verify your identity before we can act on your request.

If you are unsatisfied with the reply received, you may then refer your complaint to the relevant supervisory authority or other competent body in your jurisdiction.

If you have any questions or comments regarding this privacy notice, please contact our Data Integrity Offer at dataprotection@crownagents.co.uk, alternatively you can write to us as FAO: Data Integrity Officer, Crown Agents Ltd, Blue Fin, 110 Southwark St, London SE1 0SU.