What is the purpose of this document?
Field Seymour Parkes LLP (“FSP”) is committed to protecting the privacy and security of your personal information.
You are being sent a copy of this privacy notice because you are applying for work with us (whether as partner, employee, worker or consultants) or are applying for a work experience placement.
FSP is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise and/or to facilitate your work experience placement, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
The kind of information we hold about you
In connection with your application for work or work experience, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information:
How is your personal information collected?
We collect personal information about candidates/work experience applicants from the following sources:
How we will use information about you
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to the role for which you have applied since it would be beneficial to our business to appoint someone to that vacancy. It is also in our legitimate interests to seek to secure the most appropriate people to benefit from work experience with FSP. We may also need to process your personal information to decide whether to enter into a contract with you.
Having received your CV and covering letter and/or your application form (as applicable), we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview (and any second interview) to decide whether to offer you the role. If we decide to offer you the role, we will then take up references.
If you are seeking work experience a similar process will apply, save that we will not normally interview for such placements or seek references.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
Information about criminal convictions
We do not envisage that we will process information about criminal convictions as part of any recruitment process.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We do not envisage sharing your personal information with any third parties for the purposes of processing your application and/or undertaking work experience, save for obtaining references. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. 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.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those partners, employees, agents, consultants and other third parties 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.
How long will you use my information for?
We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to the position to which you have applied. If you have provided your personal information on a speculative basis and not in respect of a specific vacancy, this will be retained for a period of 6 months from the date of receipt. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted any recruitment exercise in a fair and transparent way.
If you attend our offices for work experience purposes we will retain your personal information of a period of 7 years after completion of the placement so that we can show, in the event of a legal claim, that you were attending on a voluntary basis and did not have employee or worker status and the associated protections. We will also retain this information for the purposes of ensuring you comply with your confidentiality obligations.
After these periods, and subject to our email retention policy, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Stuart Ironside, Practice Manager, in writing.
Data protection officer
We have appointed Stuart Ironside to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact Stuart. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
If you have any questions about this privacy notice, please contact Stuart Ironside, Practice Manager, 0118 951 6209, firstname.lastname@example.org.
Issue date: May 2018