Privacy notice for job applicants

This privacy notice explains how Animal Friends Insurance Services Limited (“we”) will use your personal information and set out your rights under data protection laws.

When we process your personal information, we are regulated under European and UK data protection laws and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Your personal information is information relating to you as an individual. It does not include information relating to organisations.

The personal information we collect and use

We may collect and use the following information during the application and interview process:

  • Your name and contact details (including your address, home and mobile phone numbers and personal email address);
  • Details contained in your curriculum vitae, qualifications and employment history;
  • Your racial or ethnic origin, sexual orientation and religious or similar beliefs where you choose to provide these, to monitor our employment practices for equality and diversity purposes. This information will not be used to assess your job application and will be retained after initial processing in anonymised form;
  • Details about disabilities to the extent that it is necessary to provide reasonable adjustments during the assessment process. Information about your physical/mental health will be used for these purposes;
  • Other personal information provided by you.

Some of the above information will be collected by us from:

  • Employment agencies (where applicable); and
  • Former employers or referees that you provide to us.

We use your personal information to assess your suitability and contact you in relation to job roles, and make any reasonable adjustments necessary during the assessment process.

We will share your personal information with:

  • Verticality Limited, who provide our recruitment management system. Parts of this management system are operated from outside of the EEA (see ‘transfer of your information out of the EEA’ below);
  • your employment agency (where applicable);
  • with law enforcement or other authorities if required by applicable law.

We keep your information for no longer than is necessary for to comply with our legal obligations or defend against legal claims. For more information, please contact us using the details under ‘how to contact us’ below.

We rely on the following lawful bases and conditions for processing in order to collect and use your information:

  • to take steps to enter into a contract with you;
  • compliance with a legal obligation (including our obligations to you under employment and health and safety legislation);
  • on the basis of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms;
  • because it is necessary for carrying out obligations or exercising rights in employment law; and
  • for reasons of substantial public interest (equality of opportunity).

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

Our processing of your personal information allows us to decide whether or not to enter into a contract with you, to perform that contract and manage it in the interests of our business.

We do not transfer your data outside of the EEA.  However, Verticality Limited, who provide our recruitment management system, does transfer limited personal data outside the EEA for software development purposes.  This transfer is subject to appropriate safeguards in the form of an agreement containing the EU’s standard contractual clauses relating to overseas transfers of personal data. A copy of this agreement is available on request by emailing careers@animalfriends.co.uk

Under data protection laws, you have a number of important rights which you can exercise free of charge. In summary, these include the right to:

  • access your personal information and certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your personal information which we hold
  • require the erasure of personal information concerning you in certain situations
  • restrict our processing of your personal information in certain circumstances
  • receive your personal information which you have provided to us, in a structured, commonly used and machine-readable format and require us to transmit that information to a third party in certain situations
  • object to processing of your personal information where your interest in stopping the processing overrides ours.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • contact us using the details under ‘how to contact us’ below.
  • let us have enough information to identify you.
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates.

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. 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 data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We hope that we can resolve any query or concern you raise about our use of your information.

You also have the right to complain to the UK Information Commissioner, who may be contacted at https://ico.org.uk/concerns/ or by telephone on 0303 123 1113.  If you live or work elsewhere in the EU or EEA, you can also complain to your local supervisory authority.

We may change this privacy notice from time to time and the most recent version will be available on our website.

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us please email careers@animalfriends.co.uk.