PeopleScout is aware of its legal obligations in relation to the collection and processing of personal
data. We are committed to processing your data securely and transparently. This privacy notice sets
out, in line with our legal obligations, the types of data that we collect and hold on you as a job
applicant. It also sets out how we use that information, how long we keep it for and other relevant
information about your data.
Data Protection Principles
In relation to your personal data, we will:
• Use it fairly, lawfully and in a clear, transparent way;
• Collect it only for reasons that we have clearly explained to you;
• Only use it in the way that we have told you about;
• Ensure that it is correct and up to date;
• Keep your data only for as long as we need it; and
• Keep it secure.
Data Controller/Processor Details
PeopleScout is a joint data controller and processor, working on behalf of our client. This privacy
notice also tells you how PeopleScout will collect, store and process your data in line with the Data
Controller’s requirements, and in line with the relevant UK legislation.
Our registered office address is: 265 Tottenham Court Road, London, W1T 7RQ
Types of Data We Collect
Relating to your application for a role in our client’s organisation, we need to collect data about you
so that we can assess your suitability for the role(s). This data will include your name, address, email
address and phone number(s). You may also be asked to provide employment history, education
history and reference information.
As part of the application form, we may ask to collect a range of information which can include
special categories of data. This data is requested from you to help us understand application
patterns. In all cases, there is an option of ‘Prefer not to say’ or similar.
We will use special category data only for the following reasons:
• To ensure meaningful equal opportunity monitoring and reporting
• To consider whether we need to provide appropriate adjustments for disabled applicants
during a recruitment process
• To carry out our legal obligations and exercise specific rights in relation to employment
The special categories we ask for may include:
• personal data relating to racial or ethnic origin
• personal data relating to religious or philosophical beliefs
• personal data relating to trade union membership
• biometric data (where used for identification purposes)
• data concerning health
• data concerning sexual orientation
Legal basis – why we wish to use your data
The legal basis for collecting your data is legitimate interest. We have a legitimate interest in
processing your data in relation to this recruitment activity and to keep appropriate records of that
process.
How we collect your data
The data is collected using our Applicant Tracking System, Affinix, which is our proprietary software.
The data is stored securely and within the European Economic Area (EEA). Depending on the
location of the role to which you have applied to, your data may be transferred outside the EEA.
These locations may include Mexico, the United States of America, and India.
Deciding not to provide data to us
We do need this data to allow us to carry out an effective recruitment process. Whilst you are under
no obligation to provide us with your data, we may not able to process your application if you do not
provide it.
Sharing your data
Your data will be used by PeopleScout, and also shared with our client where it is necessary for them
to undertake their duties relating to the recruitment process.
We may share your data during the recruitment process with a third-party provider.
We may share your data with SignRequest a provider of electronic signatures, to allow you to sign
important documents. You will have the opportunity to review SignRequest’s terms and conditions
at that point.
Protecting your data
We take the security of your data seriously. We have internal policies and controls in place to ensure
that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by
our employees in the proper performance of their duties. In addition, we limit access to your
personal data to the data processor.
Such third parties are under a duty of confidentiality and must implement appropriate technical and
organisational measures to ensure the security of your data.
How long we keep your data for
In line with data protection principles, we only keep your data for as long as we need it.
If your application is not successful we will keep your data for a period of 24 months once the
recruitment exercise ends. If your application is successful, your data will be kept and transferred to
the client’s systems they administer for employees and retained in accordance with their Employee
Privacy Notice. If successful, you will be informed how to access the Employee Privacy Notice to
ensure you remain informed of how your data is to be used.
Your rights in relation to your data
The law on data protection gives you certain rights in relation to the personal data we hold on you.
You have the right to:
• Access and obtain a copy of the data that we hold on you
• Have any data that we hold about which is incomplete or inaccurate, corrected
• Have us delete or stop processing your data, for example where you believe there is no
reason for us to continue processing it
• Object to the processing of your personal data where we are relying on our legitimate
interests as the legal basis for processing
If you wish to exercise any of the rights explained above please contact:
[email protected]
Making a Complaint
The supervisory authority in the UK for data protection matters is the Information
Commissioner (ICO). If you think your data protection rights have been breached in any way by us,
you are able to make a complaint to the ICO (www.ico.org.uk).
This version was last updated on 29 March 2021.