Recruitment Privacy Policy

Equality Statement “We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age”

Data Protection Privacy Statement

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Urbanbubble Ltd.

Urbanbubble Ltd (“We”) is the Data Controller.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time.  Currently, the Data Protection Act 1998 applies.  With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) comes into force, which will change the law.

The information about you we may collect, hold and process is set out below:

(A) Information collected and processed for job applications and any subsequent employment is as follows:

• Your name
• Your address
• Your email address
• Your telephone number
• CV/work history
• Job details including role, geographical areas and salary
• Any other work related information you provide, for example, education or training certificates

(B) Information in respect to individuals that work for us currently or have worked for us previously is as follows:

• Passport
• In some cases, permits and visas
• DOB
• National insurance number
• Full details of job offers and employment contracts
• Outcome of criminal record checks and security clearance for certain roles
• In certain cases, medical information
• References
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• Our communications with you by letter, email and on the HR system

This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency.  In the case of references, these will be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health.  The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

How We Use The Information

The information under A above may be used as follows:

• To assess your skills and experience to see if you are a match for our job vacancies
• To process your application and contact you about the stages of this  
• To keep you informed of available opportunities as they arise
• The information under B above may be used as follows:
• To establish that you have the right to work
• To check your identity 
• To undertake relevant security and criminal record checks as permitted by law
• To deal with any medical and health and safety issues relating to certain positions
• To put in place contractual arrangements and documentation once a role has been secured
• To pay you once you are in our employment

How We Hold The Information

All the personal data we have is stored on our database People HR in the UK.

Disclosure Of Your Information

Your CV and related information will be shared or sent to recruiting managers to assess your suitability for the role.  Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.  Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

We may also share your information with urbanbubble Sales and Lettings, Urbana etc. which is a company within the urbanbubble group, for the purpose of finding you a suitable role.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre-employment checks for the role or for paying you.

What Is The Legal Basis For Processing The Information?

We will rely on your consent to process the information marked with an  above which is collected at the outset of the recruitment process.

Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.

Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once appointed, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.

Your Rights

You currently have the right at any time to ask for a copy of the information about you that we hold.  When the GDPR comes into force, we will no longer have the right to charge a fee.  If you would like to make a request for information please email: datacontroller@urbanbubble.co.uk   

In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability.  We will update you further in connection with these rights when they come into force.

Retention of your data  

Your data will be retained for no longer than is necessary. If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the campaign.

Withdrawal Of Consent

If you have provided us with your consent to process your data, for the purpose of a job application or your employment, you have the right to withdraw this at any time. In order to do so you should contact us by emailing: datacontroller@urbanbubble.co.uk

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https://ico.org.uk/concerns/  

Changes To The Privacy Notice

This Privacy Notice may be changed by us at any time.  This Privacy Notice will be updated in due course to comply with any further requirements under the GDPR which comes into force on 25 May 2018.

Contacting Us

For any questions regarding this Privacy Policy, or for a copy of our complaints procedure, please contact us by email at datacontroller@urbanbubble.co.uk and label as private and urgent.

The data controller of your personal information is urbanbubble, who also provide the service to you. When contacting the team for assistance, the receiver will need to authenticate your identity before fulfilling your request. This is for your safety and ours.

If you wish to find out more about your rights and the legislation, the supervisory authority in the UK is the Information Commissioner can be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.