What is this Privacy Notice for?
This privacy notice describes how and why Novomorphic Limited (Company No: 16264931) (NML, we or the Company) acquire and use your personal data.
For the purpose of the Data Protection Act 2018 and the UK General Data Protection Regulation (EU) 2016/679 (the UK GDPR), NML is the controller of the personal data it processes about you. We are registered with the Information Commissioner’s Office with registration number:ZB965383. This notice sets out how we collect, process, store and protect your personal data.
This notice applies to job applicants in relation to whom we process personal data.
How we collect your personal data
We collect your personal data when you apply for a job with us. This is usually provided directly from you to us in your application and in interviews, but it could come through a recruiter or from publicly available information such as LinkedIn or regulatory bodies. If you do not provide us with certain personal data, we will not be able to review your job application or employ you.
The personal data we collect from you may include:
your name, address, telephone number(s) and email address;
information you provide in an application form, CV or HR form;
records of written and verbal communications between us;
information on your responses and results from Thomas International Personal Profile Analysis reports (psychometric reports) which we may request applicants undertake;
CCTV images if you attend on our premises where we use CCTV recording (see under “CCTV” below);
information about your use of our website which we collect using cookies (please see our Cookies Notice for further detail).
How we use your personal data
We use your personal data in the following ways:
to consider your job application and for internal administration purposes including conducting necessary checks in relation to your application;
for employees, we use your personal data in order to comply with your employment contract and administration tasks including paying your wages, providing you with training and keeping a record of your employment;
to communicate with you by phone, email and post; and
to ensure that the content of the Website is presented to you effectively.
Our legal basis for processing
We process your personal data on the basis that it is necessary for the following purposes:
for the performance of any contract that we enter with you or to take steps at your request prior to entering into a contract (for example, prior to entering into an employment contract with you);
for compliance with any legal obligation to which we are subject; and
in some cases, we may process personal data on the basis that we have a legitimate interest in doing so.
Sharing your personal data
We only share your personal data with third parties where it is necessary for us to do so to fulfil our obligations to you, or where we are required to do so to comply with a regulatory or legal provision. We will never sell your personal data for direct marketing.
The circumstances in which we may share your personal data with third parties includes:
where we are required to share your personal data, for example: to undertake right to work checks, or with HMRC if you are employed with us;
where we use a provider of services, for example in relation to our computer systems or programmes which we use for our business operations;
where we use companies or consultants CSA Catapult for services including payroll and financial administration purposes, and to monitor attendance in our premises and IC Resources for recruitment purposes;
using security companies to monitor the CCTV we use at some of our sites; and
where we share your personal data with our professional advisers such as insurers and lawyers.
CCTV
We may use CCTV monitoring and recording on some of our sites for security, crime prevention, health and safety and performance monitoring. Wherever CCTV is in operation you will be notified of this via appropriate signage. The CCTV is monitored and administered by the Company.
CCTV images which contain personal data are retained for a period of [30] days unless there is a specific requirement to retain them. The images are recorded for our internal use and will not be shared with any other third parties expect where required for a specific reason.
Transfers of your personal data
The personal data that we collect from you will not ordinarily be transferred to, or stored at, a destination outside of the UK or the European Economic Area (EEA).
However, if we do need to transfer your personal data outside the UK or the EEA, we will take all steps reasonably necessary to ensure that any such transfer is made securely and that there is adequate protection in place in order to protect your personal data.
Please contact us if you wish to find out more; if we ever transfer your Personal Data outside the UK and the EEA you can ask us for a copy of the relevant safeguards implemented in relation to the transfer.
How long we will retain your personal data
For job applicants, we will retain your personal data for a period of up to 6 months following us successfully appointing a candidate.
Changes to this notice
We may edit or amend this privacy notice from time to time. If we make any substantial changes to the ways in which we use your personal data, we will notify you by email.
Your rights
Your personal data is protected under data protection laws, and you have a number of rights (explained below) which you can seek to exercise. Please contact us using the details provided in the contact and complaints section below if you have any queries in relation to your rights.
If you seek to exercise your rights, we will explain to you whether the right applies to you; these rights do not apply in all circumstances.
Right of access – You have a right to access the personal data we hold about you upon request. This is known as a “Data Subject Access Request”. You can exercise this right by making a request using the contact details in the contact and complaints section below.
Right of rectification – You can ask us to correct or update your personal data to ensure it is accurate and complete.
Right to erasure and right to restrict processing – You can ask us to stop processing and/or to delete your personal data in certain circumstances (for example, where it is processed with your consent, or it is no longer necessary for us to process it).
Right to data portability – You have a right to ask us to provide you with your personal data in a form that suits you, and/or to provide your information to a third party.
Right to object – You have a right to object to our processing of your personal data.
Profiling and automated decisions – You have a right not to be subject to automated decisions which have a legal effect and to be protected by safeguards in respect of any profiling. We do not undertake any automated decision making or profiling.
Right to object to direct marketing – Where you have consented to receive direct marketing, you can change your mind at any time by unsubscribing.
Contact and Complaints
If you have any questions in relation to anything raised in this privacy notice or how we use your personal data, please contact us by emailing us at: info@novomorphic.com
You also have the right to lodge a complaint with the Information Commissioner’s Office (the ICO) by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF or calling 0303 123 1113. Further information about how to do this can be found at: www.ico.org.uk.