Recruitment Privacy Policy

This is the privacy notice of ThinkTank Maths Limited.

This policy provides information about the use of personal information provided by recruitment candidates to ThinkTank Maths Limited.

1. What is ‘personal information’?

‘Personal information’ means any information, which relates to or identifies you as an individual.

2. Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by ThinkTank Maths Limited.

3. What personal information will be processed?

The company will use the details you provide on your application documents, together with the supporting documents requested and additional details provided by any referees and recorded following any interview process.

If you are required to undergo certain additional recruitment checks or procedures as part of the job application and offer process (e.g. criminal convictions checks or visa application procedures), we will use this information as described below:

The checks and procedures covered by this page include a basic disclosure (criminal records) check, security checks, any application for immigration purposes where a Certificate of Sponsorship through UK Visas and Immigration (UKVI) is required, and similar processes that will only affect some applicants, because of your individual status. If any of these checks affect you, we will make this clear to you at the relevant point in the application process.

In all cases, we will only use any information gathered as part of any relevant check or procedure for that specific purpose, and we will handle, store, retain and destroy relevant materials in accordance with applicable legislation and codes of practice. This means that access to any relevant materials is strictly controlled, and they are retained for no longer than strictly necessary to fulfil the purpose in accordance with the legislation.

We will only share any relevant information with external parties insofar as we are required to do so, eg: UKVI / Visa agent.

5. What is the purpose and legal basis of the processing?

The company will process the personal information provided on your application and the other information referred to above for the purposes of identifying you, processing your application, verifying the information provided and assessing your suitability for the role (including any relevant right to work checks), deciding whether to offer you a job, and communicating that outcome.

We may also use or disclose the information provided for the following statutory or public interest purposes:

If you are a current employee, then we may use the information you provide in any application you submit to update the employment records we already hold on you.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application for employment with us), or necessary for compliance with a legal obligation (e.g. equal opportunities monitoring, UKVI legislations.

We require you to provide us with the information we ask for during the application process in order to assess your application properly .

Applications decisions are not automated.

6. Who will my personal information be shared with?

As well as circulating your application and related materials to the appropriate staff at the Company, we will share your personal information for the above purposes as relevant and necessary with:

7. How is my personal information used if I become a member of staff?

If you are accepted, your personal data will be used on a lawful basis to enable the Company to comply with the employment contract.

You will be issued a Privacy Notice for Employees describing the use of personal data of employees at the time of your employment offer.

8. How can I access my personal information?

You have the right to access personal data held about you. You will be expected to pay a £ 10 administration fee to obtain your personal data unless we consider that your request for access to data is unfounded or excessive. Including, but not limited to these circumstances we may refuse your request.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.

The Company may refuse to comply with your request subject to a formal, legal procedure as per the Courts of Scotland.

9. How long is my information kept?

We store your personal information for as long as necessary to complete the application process.

If you are successful, your information will be kept as part of your employment record for the duration of your employment and a following period due to legal obligations.

If you are unsuccessful, your information will be normally kept for two years after the completion of the application process we are required to retain the applications of all candidates as per UKVI and Home Office legislation as a Tier 2 Sponsor.

10. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the Company’s data representative on general@thinktankmaths.com.

11. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).

12. Are changes made to this policy?

This policy was last updated in May 2018.

It is reviewed when necessary and at least annually.

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