DATA PROTECTION PRIVACY NOTICE(RECRUITMENT)

Version
Data Protection Privacy Notice (Recruitment) 1.0

Date02 March 2021

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SCSK Europe Limited
Data Protection Privacy Notice (Recruitment)This notice explains what personal data (information) we will hold about you, how we collect it, and how
we will use and may share information about you during the application process. We are required tonotify you of this information, under data protection legislation. Please ensure that you read this notice(sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you fromtime to time when we collect or process personal information about you.
Who collects the information?
SCSK Europe Limited (‘Company’) is a ‘data controller’ and gathers and uses certain information aboutyou.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as
set out in our data protection (employment) policy.
About the information we collect and hold
The table set out in Part A of the schedule below summarises the information we collect and hold up toand including the shortlisting stage of the recruitment process, how and why we do so, how we use it
and with whom it may be shared.
The table in Part B of the schedule below summarises the additional information we collect before
making a final decision to recruit, i.e. before making an offer of employment unconditional, how andwhy we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify
you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices and those of our group companies, and third party agencies,service providers, representatives and agents as described above.
How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer
than is necessary for the purposes for which it is processed. How long we keep your information will
depend on whether your application is successful and you become employed by us, the nature of theinformation concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for no longer than is reasonable, taking
into account the limitation periods for potential claims such as race or sex discrimination (as extended
to take account of early conciliation), after which they will be destroyed. If there is a clear businessreason for keeping recruitment records for longer than the recruitment period, we may do so but will
first consider whether the records can be pseudonymised, and the longer period for which they will bekept.

2If your application is successful, we will keep only the recruitment information that is necessary in
relation to your employment. For further information, see our data protection privacy notice(employment).
Your right to object to us processing your information
Where our processing of your information is based solely on our legitimate interests (or those of a thirdparty), you have the right to object to that processing if you give us specific reasons why you areobjecting, which are based on your particular situation. If you object, we can no longer process yourinformation unless we can demonstrate legitimate grounds for the processing, which override yourinterests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal
claims.
Please contact the Managing Director, who can be contacted via email if you wish to object in this way.
Your rights to correct and access your information and to ask for it to be erased
Please contact the Managing Director, who can be contacted via email if (in accordance with applicablelaw) you would like to correct or request access to information that we hold relating to you or if you haveany questions about this notice. You also have the right to ask the Managing Director for some but not
all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain
circumstances. The Managing Director will provide you with further information about the right to beforgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally
lost or used or accessed in an unauthorised way. We limit access to your personal information to those
who have a genuine business need to know it. Those processing your information will do so only in anauthorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you
and any applicable regulator of a suspected data security breach where we are legally required to doso.
How to complain
We hope that the Managing Director can resolve any query or concern you raise about our use of yourinformation. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone:
0303 123 1113 for further information about your rights and how to make a formal complaint.

3THE SCHEDULEABOUT THE INFORMATION WE COLLECT AND HOLDPart A
Up to and including the shortlisting stage
The information wecollectYour name andcontact details (i.e.
address, home andmobile phone
numbers, emailaddress)

How we collectthe information
From you

Why we collectthe information
Legitimate interest:
to carry out a fairrecruitment process
Legitimate interest:
to progress yourapplication, arrange
interviews andinform you of theoutcome at allstages

Details of yourqualifications,experience,
employment history(including job titles,
salary and workinghours) and interests

From you, in thecompletedapplication formand interview
notes (ifrelevant)Legitimate interest:
to carry out a fairrecruitment process

Details of yourreferees

From yourcompletedapplication form

Legitimate interest:
to carry out a fairrecruitment process

Legitimate interest:
to make an
informed decision
to shortlist forinterview and (ifrelevant) to recruit

In the regulated
sector, to comply
with our legal
obligations to obtainregulatoryreferences

How we use and may
share the information
To enable HR personnel orthe manager of the relevant
department to contact you toprogress your application,
arrange interviews andinform you of the outcome
To inform the relevant
manager or department of
your application

To make an informed
recruitment decision
The person making theshortlisting decision will
receive pseudonymised oranonymised details only; if
you are invited for interview,the interviewer will receive
non-anonymised details
To carry out a fairrecruitment process
To comply withlegal/regulatory obligations
Information shared withrelevant managers, HR
personnel and the referee

If your application is unsuccessful at this stage, we will keep your information, in pseudonymised form,
for the purpose of establishing, exercising and/or defending any legal claims, in accordance with ourlegitimate interests.

4Part B
Before making a final decision to recruit
How we use andmay share theinformation
To obtain therelevant reference
about you

How we collectthe information

Why we collect theinformation

Information about yourprevious academic and/or
employment history,
including details of any
conduct, grievance orperformance issues,
appraisals, time andattendance, from references
obtained about you fromprevious employers and/or
education providers ◆From yourreferees (detailsof whom you will
have provided)

Legitimate interest: tomake an informed
decision to recruit

Information regarding youracademic and professional
qualifications ◆From you, fromyour education
provider, fromthe relevant
professional
body

Legitimate interest: toverify the qualifications
information provided
by youTo make an
informed
recruitment
decisionYour nationality andimmigration status andinformation from related
documents, such as yourpassport or otheridentification and immigration
information ◆From you and,
wherenecessary, theHome Office

To enter into/performthe employment
contract

To carry out rightto work checks

The information we collect

To comply with ourlegal obligations
Legitimate interests: tomaintain employment
records and to comply
with legal, regulatory
and corporate
governanceobligations and good
employment practice

To comply with ourlegal obligations
Legitimate interest: tomaintain employment
records
To carry out
obligations andexercise rights in
employment law
For reasonsof substantial public
interest (preventing or
detecting unlawfulacts)

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To comply withlegal/regulatory
obligations
Information
shared withrelevant
managers and HR
personnel

Information may
be shared with theHome Office

The information we collect
Information relating to yourhealth ◆How we collectthe informationWhy we collect theinformation

From you

To enter into/performthe employment
contract

How we use andmay share theinformation
To make an
informed
recruitment
decision

To comply with ourlegal obligations
Legitimate interests: toensure you are fit toperform the duties
For the purposes ofobligations and rights
in employment andsocial security law

If your application is unsuccessful at this stage, we will keep your information, in pseudonymised form,
for the purpose of establishing, exercising and/or defending any legal claims, in accordance with ourlegitimate interests.
You are required (by law or in order to enter into your contract of employment) to provide the categoriesof information marked ‘◆’ above to us to enable us to verify your right to work and suitability for theposition.
* Further details on how we handle sensitive personal information are set out in Data Protection Policy,
available from the HR department.

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