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Data privacy for applicants

FOX WILLIAMS LLP provides this Data Privacy Notice to make applicants for roles with us aware of our policy relating to the processing of their personal data.

This Notice sets out the basis on which we will process your personal data. It does not and will not form part of any contract that you may enter into with us. Please read the Notice carefully to understand our practices regarding your personal data and how we will use it.

About us

We are FOX WILLIAMS LLP (a limited liability partnership incorporated under the laws of England and Wales with registered number OC320160 and having its registered office 10 Finsbury Square, London EC2A 1AF).

We are registered with the Information Commissioner’s Office under registration number Z9541811.

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Contacting us:

If you have any questions about this Notice or your personal data, or wish to exercise any of your rights as described in this Notice or under applicable legislation, you can contact us at:

 

Privacy Manager

Fox Williams LLP

10 Finsbury Square

London

EC2A 1AF

By email:           privacy@foxwilliams.com

By telephone:    +44 (0) 207 628 2000

 ______________________________________________________________________

What information we collect

We ask for personal information from job applicants to assist with our recruitment processes and to monitor recruitment statistics.

Information that we collect includes, but is not limited to, the following:

·         name;

·         home address;

·         contact details (such as telephone number and email address);

·         date of birth;

·         gender;

·         marital status;

·         copies of passport, driving licence and similar documents;

·         education history, training and professional experience;

·         current and past employment/work details;

·         immigration status and work permits;

·         languages spoken and level of proficiency; and

·         other information given in your CV.


Some of this information, and additional information, may be provided to us by recruitment agencies with which you have registered an interest.

We may also receive other information about you from organisations such as credit reference agencies, fraud prevention agencies and referees.

During the recruitment process we may also research information regarding your skills, experience or qualifications and comments and opinions made public on social networking sites such as LinkedIn, Facebook and Twitter.

Special categories of (sensitive) personal data

You may also supply us with sensitive personal data concerning your physical and mental health, racial or ethnic origin, political opinions, trade union membership, religious or similar beliefs, and sexual life or sexual orientation.

We will use this information for the purposes of carrying out our obligations as a prospective employer including monitoring of equality of opportunity, to assess suitability for particular jobs, to consider whether adjustments may need to be made to accommodate an applicant with a disability and in connection with any legal issues.

What we do with your data

Any information about you which is obtained by us during the application process (whether obtained directly from you or from third parties such as your referees) may be stored and used by us for purposes including but not limited to:

·         considering your suitability for employment, engagement or membership;

·         taking up your references;

·         conducting appropriate background and other checks;

·         complying with our legal obligations;

·         negotiating and communicating with you in relation to your application and the terms of any offer that may be made to you; and

·         in connection with any legal issues.


Your information will not be used for other purposes without reference back to you, save as required by applicable law.

The legal basis for our processing

The legal basis for our processing of your personal data is based on the fact that you have applied to us for a position and it is necessary for us to process your data in order to consider your application for the purposes of our legitimate interests.

The legal basis for our processing of any special categories of (ie sensitive) personal data is for the purposes of carrying out our legal obligations as a prospective employer.

Sharing your data

For the purposes set out in “What we do with your data” above, your data may be shared with our partners and authorised staff.

We may disclose your data to departments other than the one to which you may have originally applied to work if we think it is appropriate to do so for the above purposes.

We may also disclose your data to third parties where there is a legitimate reason to do so, including (without limitation) if we are under a duty to disclose or share your personal information in order to comply with any legal obligation.

Security of your data

We are committed to ensuring that your information is safe and will take all steps reasonably necessary to ensure that such information is treated securely and in accordance with this Notice.  

Unfortunately
the transmission of information over the internet is not completely secure.  Although the firm will do its best to protect your information, it cannot guarantee the security of information transmitted over the internet, and any transmission is at your own risk.  

International transfers

We do not transfer your information outside the UK or EEA. If any such transfer should occur we shall take all steps reasonably necessary to put in place appropriate safeguards for your information in accordance with applicable law.

How long we keep your data

If your application is successful, and you subsequently become employed or engaged by us, the data will become part of your personnel file and will be used in accordance with our employee Data Privacy Statement, a copy of which will be provided or made available to you.

Once your employment, engagement or membership with us has ended, we will retain the data in accordance with our Data Retention Policy from time to time in force.

Personal data about unsuccessful candidates will be held for 18 months after the recruitment exercise has been completed. It will then be destroyed or deleted in accordance with our Data Retention Policy. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Your rights

You have the following rights:

·                           to request access to, and copies of, the personal data that we hold about you (subject to certain limited exceptions provided by law);

·                           to request that we cease processing your personal data on grounds relating to your particular situation;

·                           in certain limited circumstances, to request us to erase your personal data;

·                           to receive from us the personal data we hold about you in a structured and commonly used format so that it can be transferred to another data controller; and

·                           to require us to rectify the personal data we hold about you if it is inaccurate or incomplete.

 

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Exercising your rights

You can exercise any of your rights as described in this Notice and under data protection laws by contacting us.

Save as described in this Notice or provided under applicable data protection laws, there is no charge for the exercise of your legal rights. However, if your requests are manifestly unfounded or excessive, in particular because of their repetitive character, we may either (a) charge a reasonable fee taking into account the administrative costs of providing the data or taking the action requested or (b) refuse to act on the request.

Where we have reasonable doubts concerning the identity of the person making the request, we may request additional information necessary to confirm your identity.

Communication

Whilst processing your application we may contact you by email, SMS, telephone or post.

 

Complaints

You have the right to complain to the Information Commissioner’s Office (https://ico.org.uk/) about our data processing activities in relation to your personal data if you think they infringe applicable data protection laws (ICO helpline on 0303 123 1113).

Updates to this Notice

We may amend or withdraw this Notice at any time at our sole and absolute discretion. It will not form part of any contractual documentation that we may enter into with you.

 

[Last updated: May 2018]

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tel: +44 (0) 20 7628 2000
10 Finsbury Square, London, EC2A 1AF
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