Job Applicant Privacy Notice

1. This privacy notice provides information on how ANDigital Limited and its legal entities (AND Digital, us, we or our) process the personal data of job applicants (you or your) who apply to work with us.

2. We place great importance on ensuring the quality, confidentiality, integrity and availability of the data we hold and in meeting our data protection obligations. We are also committed to protecting the security of your personal data and use a variety of methods to help protect your data from unauthorised access, use or disclosure.

3. We update this privacy notice from time to time in response to changes in applicable laws and regulations, to our processing practices and to products and services we offer.

4. Personal data means any information about an individual from which that person can be identified, therefore, does not include data where the identity of the person has been removed (anonymous data). There are ‘special categories’ of more sensitive personal data which require a higher level of protection.

5. We are the data controller of the personal data we hold about you.

6. When you apply for a position with us or submit your CV (or similar employment information) to us, whether directly or through an agency, or attend an interview in person or by remote means, we will collect your personal data. This includes (but is not limited to):

a. Name and contact details (address, mobile phone number and email address).

b. Company details (where applicable).

c. Date of birth and gender.

d. Work history and employment positions held.

e. Salary, other compensation, and benefits information.

f. Nationality / visa / work permit information (where applicable).

g. Academic and professional qualifications, education, and skills.

h. Photographs you may submit with your application.

i. Demographic information.

j. Records we create during interviews or correspondence with you.

k. Results of pre-employment screening checks such as references or DBS checks (where applicable).

l. Any other information you choose to give us.

7. We may also collect special category data. We will only do this, for example, to make reasonable adjustments to enable all candidates to apply for vacancies, attend interviews and to commence employment. This is also necessary to ensure we meet our legal obligations when recruiting.

8. We will process your personal data for the following purposes and under the following lawful bases:

9. We will only process sensitive ‘special category’ personal data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law.

10. We may also ask for your explicit consent to process some special categories of personal data.

11. We process special categories of personal data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.

12. We may share your data with service providers and suppliers to our business who process data on our behalf. In such cases, our service providers and suppliers are processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between AND Digital and the service providers and suppliers.

13. Your personal data may be processed outside of the United Kingdom (UK) and the European Economic Area (EEA), for example, by our US entity - AND Digital US LLC.

14. Where this is the case, we have taken appropriate steps to ensure that the personal data processed outside the UK or EEA has an essentially equivalent level of protection that is guaranteed in the EEA.

15. Within AND Digital, your personal data will only be shared with those who need to have access to it, which will primarily be our HR personnel and hiring managers. 

16. We will retain your personal data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your personal data will be processed and retained as set out in our employee privacy notice.

17. If your candidacy is not successful, we will retain your CV, application details and interview notes for 12 months (from the date we notified you we would not move forward with your application) in accordance with our data retention policy and schedule. Please let us know if you would like us to delete your records before our retention period expires and we will do so.

18. We will also retain personal data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your data for longer than 12 months.

19. Individuals whose personal data we process have the following rights:

a. You have the right of access to your personal data and can request copies of it and information about our processing of it.

b. If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it.

c. Where we are using your personal data with your consent, you can withdraw your consent at any time.

d. Where we are using your personal data because it is in our legitimate interests to do so, you can object to us using it this way.

e. In some circumstances, you can restrict our processing of your data, request a machine-readable copy of your personal data to transfer to another service provider and compel us to erase your personal data.

20. If you wish to exercise any of your rights, please contact dataprotection@and.digital.

21. You will not have to pay a fee to access your personal data (or to exercise any of the other 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.

22. In addition to the above, please note that you have the right to make a complaint at any time to the ICO or the Autoriteit Persoonsgegevens if you are concerned about the way in which we are handling your personal data.

23. You can contact us in relation to this privacy notice by emailing dataprotection@and.digital.