RECRUITMENT: DATA PRIVACY NOTICE

1. Overview

This privacy policy makes it clear how we process and protect your personal data. This includes any information that you submit through our online recruitment software and any information gathered on this website.

Simplify (hereafter the “Group”) is made up of a number of different legal entities. Whenever you are applying for a role in an entity within the Simplify Group, the “controller” of your personal data will be the legal entity (hereafter the “Company) that decides why and how your personal data is processed.

Where this policy refers to “we,” “our” or “us” below, unless mentioned otherwise, this refers to the Company that is the controller of your personal data.

You can find out more about the Simplify Group at https://www.simplify.co.uk/

If you have any questions or want more details about how we use your personal information, you can email us to ask at hr@simplify.co.uk.

This policy gives you information about how we will use data that you may provide to us through the recruitment process. This notice also tells you about your privacy rights and how the law protects you.

By using this site, you are agreeing to your data being held, stored, and processed according to the policy detailed below.

2. What data do we collect?

The personal identifiable data that we collect, store and process is that which is voluntarily given to us. This includes (but is not limited to):

• Your CV

• Cover Letters

• Personal information supplied such, as your name, address, email address and phone number

• Any details you enter into any application form.

• Any answers to questions that correspond with your recruitment preferences.

• Any supporting information that you provide to expand your candidate profile.

3. Considering your application

When you apply for a vacancy with us, we will process your data for the purpose of considering your any application for employment or to conduct work for us and for employee administration.

When considering your application, if you have previously been employed by or carried out any work for entities within the Simplify Group or have made previous applications then we may carry out checks against data that we may already hold on you.

If your application is successful, information you provided during your application will be retained for as long as is reasonably necessary in connection with your appointment and/or employment.

If your application is unsuccessful, we will keep your information for a reasonable period of time in line with legal requirements and for administration purposes. We may also contact you if other job opportunities arise in the future which we think may be suitable for you.

When you submit your data the Simplify Group and associated companies will process your personal data, including special category personal data, for the purposes set out in this Privacy Policy.

By providing us with information you certify that all the information you have given is true, complete, and accurate, and acknowledge that if any information you have given is incorrect, incomplete, or misleading, this may lead to withdrawal of any offer of employment or dismissal without notice if you have commenced work.

Data protection law says that we have to tell you about the legal basis for why we process information. In the case of this information, we process it because it is necessary for us to consider your application to enter into a contract with a Company within the Simplify Group.

4. Diversity Information

When you apply for a role, we may ask you questions relating to diversity and equal opportunities. This information is kept confidential and is optional to complete. It is only used for the research and analysis purposes.

In relation to diversity information, we process this data because we have a legitimate business interest in conducting these activities to carry out research and analysis. We have ensured appropriate safeguards are in place to protect your rights when processing this data for these purposes.

5. Credit Searches, Background Checks and Fraud Prevention Databases

This section only applies if you are successful in your application.

Entities within the Simplify Group may be required by the Council for Licensed Conveyancers to ensure that its employees are of good character and are able to perform their job, and it is our policy to complete credit references where appropriate. Therefore, if you are successful in your application a search will be conducted with a credit reference agency and a record of this search will appear on your credit report but will not be visible to third parties. Criminal records check with the Disclosure and Barring Service may also be conducted. We may also ask your previous employers to confirm certain information about you; however, we will notify you before we do this.

For certain roles within Simplify, the personal information we have collected from you will be shared with Cifas who will use it to prevent fraud, other unlawful or dishonest conduct, Confidential malpractice, and other seriously improper conduct. If any of these are detected, you could be refused certain services or employment. Your personal information will also be used to verify your identity. Further details of how your information will be used by us and Cifas, and your data protection rights, can be found by contacting the HR Department or our Data Protection Officer.

Your personal information will also be used to verify your identity.

In relation to such searches and background information, we process this data because we have a legitimate business interest in conducting these activities to verify the information that has been provided during your application. We have ensured appropriate safeguards to protect your rights when processing this data for these purposes.

Sharing Data

The data that you submit may be:

• Made available to the Data Processor and Data Controller.

• Used to communicate with you about your application.

• Used to communicate with you about recruitment.

• Used to supply you with relevant (optional) job alerts.

• Added to a searchable candidate database.

• Analysed for our internal statistics to improve processes.

Sometimes information may be processed on our behalf by relevant third parties; this includes but is not limited to: video interviewing companies, payroll software, and HR software.

6. International Data Transfers

Your personal data may be transferred outside of the UK. These countries may not necessarily have data protection laws as comprehensive or protective as countries within the UK however, our collection, storage and use of your personal data will at all times continue to be governed by this Privacy Policy. One of our providers, Team Lease, is situated in India. The Simplify Group is comfortable that the data processors that process your data and transfer of data outside of the UK (including Team Lease) are subject to appropriate and adequate safeguards, to ensure compliance with current Data Protection Legislation. Your rights and the legal remedies available to you are enforceable against the Simplify Group and our data processors. Further details can be obtained by emailing DataProtection1@simplify.co.uk

7. Your Rights

Data protection law gives you various rights regarding your personal data. These include the rights for you to: -

– Be provided with a copy of the data that we hold about you.

– Have inaccurate data corrected.

– Object to personal data being processed (although this does not apply to data that we need to process for the purpose of your application, appointment, or employment).

– Ask us to restrict the data that we process about you.

– Ask that personal data about you is deleted (although again this does not apply to data that we need to process for the purpose of your application, appointment, or employment).

If you want to exercise any of your rights or have any other queries or concerns about this Privacy Policy, please contact hr@simplify.co.uk with details of your request.

You have the right to request at any time that we stop using your data to send you information about jobs. If you wish to do this, please either use the unsubscribe link in any communications or email hr@simplify.co.uk.

If you have a complaint about how your data is processed, you should contact hr@simplify.co.uk in the first instance so that we can try and resolve any concerns for you. You do have a right to raise any complaints regarding your data with the Information Commissioner’s Office and you can find more information on their website www.ico.org.uk.

We reserve the right to amend or modify this privacy at any time and any updates will be published on this site.

Last update: 7th August 2024