by Adaptive Lab
Here at Adaptive Lab (“WE”), we take your privacy seriously and are committed to maintaining the trust and confidence of candidates and prospective candidates who are exploring job opportunities with us.
Here you’ll find information on how we treat data that we collect from candidates and prospective candidates, when you apply online or when we connect in other ways, such as via email.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (GDPR).
Information we collect from you
We collect, store and use information that we require to assess you for the position. This includes: information that you have provided to us in your curriculum vitae, portfolio and covering letter, any information you provide to us during an interview or presentation, information about salary expectations, any information you have provided to us following any questions we have asked you as part of the application process, such as your contact details, information about your credit history, and information about the insurances you hold if you are a contractor. We may also collect, store and use information about your health, including any medical condition, health and sickness records.
How is your personal information collected?
We may collect personal information about you from the following sources: directly from you, from any recruitment agency through which you may have applied for the role, from a background checking company, from your named referees who may give us information about your work history including your job title, dates of employment and information about your general performance and attendance, and from publicly accessible websites such as LinkedIn, Twitter or Companies House.
How we will use information about you
We will use the personal information we collect about you to: assess your skills, qualifications, and suitability for any role, carry out background and reference checks and check your credit history, communicate with you about the recruitment process, keep records related to our hiring processes for which we use a tool called Greenhouse to store your data (see below), comply with any legal or regulatory requirements, invite you to keep in touch with us by joining our Pi People community and event series.
The lawful reasons we rely on to use information about you
We need to process your personal information to decide whether to enter into a contract of employment with you.
It is in our legitimate interests to search for and approach suitable people to work with us as it would be beneficial to our business to appoint someone suitable to any role.
If you are not offered a role in an application process, you may be offered the opportunity to join our Pi People community which operates on an opt-in basis only. You may withdraw from the community at any time by unsubscribing to emails via Mailchimp or by contacting our Talent Lead (email@example.com).
If you fail to provide personal information
If you fail to provide information when requested, we will not be able to take your application further.
How we use particularly sensitive personal information
Any health information you provide may be used to consider whether we need to provide any appropriate adjustments during the recruitment process.
Do you share my personal information with third parties?
We store your personal data on our secure software tool, Greenhouse which is a secure cloud-based services platform serviced by Amazon Web Services. If you would like more information about Greenhouse’s data security standards and their compliance with data protection laws, please click here.
We do not share your data with any other third parties.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from our Talent Lead (firstname.lastname@example.org).
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for? We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely delete your personal information in accordance with our data retention policy.
If you would like us to retain your personal information on file in case a further opportunity may arise in future and you may wish to be considered for that, please confirm this by email our Talent Lead (email@example.com). You may withdraw your consent and ask us to delete your details at any time. If you ask us to retain your information on this basis your information will be retained for two years (unless you withdraw your consent to retention of your details before this) after which time it will be deleted.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Talent Lead (firstname.lastname@example.org).
Change of ownership
Information about candidates or prospective candidates, including personal data, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets and only if the recipient of the User or Visitor Data commits to a privacy notice that has terms substantially consistent with this privacy notice.
We keep our privacy notice under regular review. This privacy notice was last updated on 14/05/2018.
How to contact us about your personal data or this privacy notice
If you have any questions about this privacy notice or about your personal data, please email us at email@example.com or write to us at the following address: Data Enquiries, Adaptive Lab Victoria House, 1 Leonard Circus, EC2A 4DQ, London. The data controller is Adaptive Lab Limited.