Recruitment Privacy Notice 

Blackford Analysis Ltd (Blackford) is committed to ensuring that your privacy is protected. This policy sets out the basis on which your personal data will be processed by us for the purpose of recruitment. You can be assured that your personal data will only be used in accordance with this policy and applicable regulations, including the EU General Data Protection Regulation (GDPR) 2016/679, UK General Data Protection Regulation and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”), upon the effect of the United Kingdom leaving the European Union.

What Personal Data we collect

We may collect the following data types:

• Information about you that you give us by filling in details on our website blackfordanalysis.com or by corresponding with us by phone, e-mail, LinkedIn or social media to apply for employment at Blackford.
• Information about you that you have provided to a recruitment agency for the purposes of applying for employment at Blackford.
• If you contact us as part of your application, we may keep a record of that correspondence.
• Technical information regarding your visits to our Website including, but not limited to, the Internet protocol (IP) address used to connect your computer to the Internet, geographical location, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our Website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call us.

Specifically for recruitment purposes we may collect:

• Your name, address and contact details, including email address and telephone number, date of birth and gender.
• Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation.
• Information about your remuneration, including entitlement to benefits such as pensions or insurance cover.
• Information about your nationality and entitlement to work in the UK.
• Information about your criminal record.
• Documents which prove your identity;
• Details of your schedule (days of work and working hours) and attendance at the Blackford office.
• Information about medical or health conditions, including whether you have a disability for which the organization needs to make reasonable adjustments.
• Equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.

The organization may collect this information in a variety of ways. For example, data might be collected through the position application, CVs or resumes; obtained from your passport or other identity documents, from correspondence with you; or through interviews, meetings or other assessments.

In some cases, the organization may collect personal data about you from third parties, such as from recruitment agencies, recruitment service providers, references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law. These would be sought only after your consent has been received.

Lawful basis for processing your data.

Your personal data will be processed by Blackford only when we have a lawful basis on which to do so. For example, to meet a legal obligation, in association with a contract, where we have a legitimate interest or with your consent for a particular purpose.

We collect your personal data to assess your suitability for employment in a particular job role prior to entering into an employment contract. In the event you receive an offer of employment from Blackford you will be asked to provide your consent to conduct employment background checks (UK, and EU). In addition, we collect data to meet the legal obligation of verifying your right to work in the UK.

Where the information we process is special category data, for example data for equal opportunities monitoring, we will ensure we can process this data according to Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in employment and the safeguarding of your fundamental rights. We will only collect this data to conduct trending to ensure our recruitment processes are fair and open to all. This data has restricted access and when used in trending is anonymised.

How long we keep your personal data.

Data is retained in alignment with legal, financial, regulatory and contractual requirements. Recruitment data is retained for a period of 12 months after the post has been filled.

If you are successful in securing a role at Blackford, your recruitment data is retained as part of your HR file for the term of employment + 7 years.

How we use cookies and IP addresses

Where you apply for a role via the Blackford website, we may collect information about your computer, including, where available, your IP address, operating system and browser type, for system administration and Website quality improvements. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

Our Website uses cookies to distinguish and identify you from other users of our Website. Cookies contain information that is transferred to your computer’s hard drive. This helps us to provide you with a more personalized service when you browse our Website and also allows us to improve our Website.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our Website.

Sharing your Personal Information

We will not share any of your Personal Data with any third parties for any purposes, subject to the following exceptions:

• If we sell, transfer, or merge parts of our business or assets, your Personal Data may be transferred to a third party. Any new owner of our business may continue to use your Personal Data in the same way(s) that we have used it, as specified in this Privacy Policy.
• In some limited circumstances we may be legally required to share certain Personal Data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
• Personal Data will be shared with your recruitment agency (if you apply via an agency), a recruitment tracking software supplier, employment background check providers, credit reference agencies so that they can perform the checks permitted by law.

Data Protection and Information Security

We are committed to ensuring that your information is secure. In order, to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we retain. The Information Management System at Blackford is certified to ISO 27001.

Your rights:

You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.

Right of Access

You have the right at any time to ask us for a copy of the personal information about you that we hold. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.

Right of Rectification

If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed. You can let us know by contacting us.

Right of Erasure

In certain circumstances, you have the right to request that personal information we hold about you is erased e.g. if the information is no longer necessary for the purposes for which it was collected or processed or our processing of the information is based on your consent and there are no other legal grounds on which we may process the information.

Right to object to or restrict processing

In certain circumstances, you have the right to object to our processing of your personal information by contacting us. For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your personal information for direct marketing purposes.

You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.

Right of Data Portability

In certain instances, you have a right to receive any personal information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that information to you or directly to a third-party organization. The above right exists only in respect of personal information that:

• You have provided to us previously; and
• Is processed by us using automated means.

While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third-party organisation’s systems. We are also unable to comply with requests that relate to personal information of others without their consent.

You can exercise any of the above rights by contacting us using any of the methods in the Contact section below.

Consent

To the extent that we are processing your personal information based on your consent, you have the right to withdraw your consent at any time. You can do this by using the details in the Contact section below.

Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.

Complaints

If you are unhappy about our use of your personal information, you can contact us using the details in the Contact section below. You are also entitled to lodge a complaint with the UK Information Commissioner’s Office using any of the below contact methods.

Telephone: 0303 123 1111

Website: https://ico.org.uk/concerns/

Post:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire

Blackford is registered with the Information Commissioner as a data controller, with registration number Z3297738.

If you live or work outside the UK or have a complaint concerning our activities outside the UK, you may prefer to lodge a complaint with a different supervisory authority.

EU Representative

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR) or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

IT Governance Europe Limited. The Mill, Newtown Link Rd, Stagreenan, Drogheda, Co. Louth, A92 CD3D, Ireland.

Changes to our Privacy Policy

This privacy policy can be changed by Blackford at any time. If we change our privacy policy in the future, we will advise you of material changes or updates to our privacy policy by email.

Further Information

If you have any enquiries or if you would like to contact us about our processing of your personal information, including to exercise your rights as outlined above, please contact us centrally by any of the methods below. When you contact us, we will ask you to verify your identity.

Contact Us

Blackford Analysis Ltd.
160 Causewayside
Edinburgh
EH9 1PR
UK

Data Protection Lead: Evie Eccles, VP QARC

Email: QARC@blackfordanalysis.com