Privacy Notice for recruitment

Cambridge Office Environments Ltd company number registered at 11 Nuffield Road (“We”, “Us”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with Our recruitment processes. Please read the following carefully to understand Our views and practices regarding your personal data and how We will treat it.
For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is Cambridge Office Environments Ltd.
We use SafeHR, online reruitment software published by Alcumus Holdings Limited, to help Us recruit staff. We use SafeHR to process personal information as a data processor on Our behalf. SafeHR is only allowed to process your personal data according to Our instructions.

Where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to Our processing of your personal information in addition to Our other Privacy Notice which has been provided to you separately or is available on Our Website.
Where you apply for a job opening with us directly on a job website or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from Us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

Your Personal Information
INFORMATION WE COLLECT FROM YOU
We collect and process some or all of the following types of information from you:
  • Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
  • In particular, We process personal details such as name, email address, address, qualifications, experience, information relating to your employment history, skills and experience that you provide to Us.
  • If you contact Us, We may keep a record of that correspondence.
  • A record of your progress through any hiring process that We may conduct.
  • Details of your visits to SafeHR's website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to SafeHR's website and the resources that you access.
  • Publically available information about You which We store for use in recruitment purposes.
INFORMATION WE COLLECT FROM OTHER SOURCES
We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for Our business more generally.

Uses Made Of Your Information
LAWFUL BASIS FOR PROCESSING
We rely on legitimate interest as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for Our business.

PURPOSES OF PROCESSING
We use information held about you in the following ways:
  • To consider your application in respect of a role for which you have applied.
  • To consider your application in respect of other roles.
  • To communicate with you in respect of the recruitment process.
  • To enhance any information that We receive from you with information obtained from third parties.

Disclosure of Your Information
As set out above, We pass your information to Our third party service providers, including SafeHR, who use it only in accordance with Our instructions and as otherwise required by law.

How We Store Your Personal Data
SECURITY
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data 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.
Unfortunately, the transmission of information via the internet is not completely secure. Although We will do Our best to protect your personal data, We cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

WHERE WE STORE YOUR PERSONAL DATA
Where We store your personal data in Our own systems, it is stored in the EEA.
The data that We collect from you and process using SafeHR's Services may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for Us or for one of Our suppliers. By submitting your personal data, you agree to this transfer, storing or processing.
If you would like further information please contact Us (see ‘Contact’ below). We will not otherwise transfer your personal data outside of the United Kingdom OR EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

HOW LONG WE KEEP YOUR PERSONAL DATA
We will hold all the data for 12 months.
We may store your details in the Talent Pool service supplied by SafeHR; this lets Us store details of candidates for jobs who We believe might be suitable for a role with Us in future. If We wish to continue to hold your data in Our Talent Pool after 12 months We will contact you via email to obtain your prior permission to do so.
Your personal information will be deleted on one of the following occurrences:
  • the expiration of either 12 months OR, if You have given Us permission to hold your data for longer than 12 months, the expiration of 6 months after the last time You gave Us that permission
  • receipt of a written request by you (or another person engaged by the Customer) to us.

YOUR RIGHTS
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
  • access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
  • require Us to correct any mistakes in your information which We hold
  • require the erasure of personal data concerning you in certain situations
  • receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal data concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to Our continued processing of your personal data
  • otherwise restrict Our processing of your personal data in certain circumstances
  • claim compensation for damages caused by Our breach of any data protection laws.

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 Our Contact details below, making sure you give Us:

  • enough information to identify you,
  • proof of your identity and address, and
  • details of the information to which your request relates.

How to complain
We hope that We can resolve any query or concern you raise about Our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at http://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Contact
All questions, comments and requests regarding this Privacy & Fair Processing Notice should be addressed to edwina.dickson@coel.uk.com

©2024 Alcumus Holdings Limited