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 an application process. It applies to all individuals signing up to the Prepositions recruitment platform. It also applies to individuals we will contact in order to find out more about our candidates, including referees. We are required to notify 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 from time to time when we collect or process personal information about you.

Who collects the information?

Prepositions (the Company) is a ‘controller’ and gathers and uses certain information about you. The Company’s contact details are as follows:

Data Protection principles:

We will comply with data protection principles when gathering and using personal information.

About the information we collect and hold

The table in Part 1 of the Schedule (below) summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.
The table in Part 2 of the Schedule (below) summarises the additional information we collect, how and why 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 and necessary for specific legitimate purposes. 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 in our filing systems and on our servers. It may also be held by third party agencies, service providers and representatives.

How long we keep your information:

We keep the personal information that we obtain about you 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, or the application you are supporting (e.g. as a referee), is successful and you (the job applicant) become employed, the nature of the information concerned and the purposes for which it is processed…..

We will keep recruitment information for a particular position (including interview notes and references) 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). This is likely to be for six months from the communication of the outcome of that specific recruitment exercise which takes account of both the time limit to bring claims and for claims to be received. After six months this information will be deleted from all of our devices, servers and the Cloud. 

If there is a clear business reason for keeping recruitment records for longer than that, we may do so but will first consider both whether the records can be pseudonymised, and the longer period for which they will be kept. You will be kept informed of any decision made in this regard.

Your Data rights to correct and access your information and to ask that it be erased:

Please contact our Director, Henry Knight (henry@prepositions.co.uk 07369 201354) if you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for information we hold and process to be erased (‘the right to be forgotten’) or not used in certain circumstances. If requested, your data will be deleted from all of our devices, servers and the Cloud.

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. This includes personal information being locked away, password protected or encrypted. 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 an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected personal data breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain:

We hope that we can resolve any query or concern you raise about our use of your information. If not, you can contact the information commissioner’s office at https://ico.org.uk/concerns/ or telephone 0303 123 1113 for further information about your rights and how to make a formal complaint.

Schedule – About the information we collect and hold: