Arthur Privacy Notice For Job Applicants

Data controller: Arthur Online Limited  (company number 07912886) whose registered office is at International House, 24 Holborn Viaduct, London EC1A 2BN (“Arthur”). Including job applicants who apply for any open positions at our Bangkok (Thailand) office.

Data protection officer: Gurdeep Clair (gurdeep.clair@arthuronline.co.uk)

As part of any recruitment process, Arthur collects and processes personal data relating to job applicants. Arthur is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

Arthur collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone  number;
• details of your qualifications, skills, experience and employment history; and
• information about your entitlement to work in the UK.

Arthur collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Arthur will also collect personal data about you from third parties, such as references supplied by former employers.  Arthur will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Arthur process personal data?

Arthur needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, Arthur needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

Arthur has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Arthur to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Arthur may also need to process data from job applicants to respond to and defend against legal claims.

Where Arthur relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

Arthur processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Arthur will not use your data for any purpose other than the recruitment exercise for which you have applied.

If your application is unsuccessful, Arthur may keep your personal data on file in case there are future employment opportunities for which you may be suited. Arthur will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared with any member of our group, which means any subsidiaries, ultimate holding company and its subsidiaries and internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers in the business area with a vacancy.

We process some of your Personal Information using third party organisations. They are obligated to us to ensure that they process your data securely. We may use the following organisations to process Personal Information for us:

• Microsoft Corporation (web app services, data storage, internal user management)
• Google LLC (g-suite services)
• Bamboo HR (ATS)
• Hanover (recruitment agency)
• Wilson Grey (recruitment agency)
• Match King (recruitment agency)
• Third Republic (recruitment agency)
• Scene Partners (recruitment agency)
• Otta (jobs board)
• Workable (ATS)
• Hackajob (jobs board)

If your application for employment is successful and Arthur makes you an offer of employment it will share your data with former employers to obtain references for you.

How does Arthur protect data?

Arthur takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed beyond what is permitted, and is not accessed except by our group employees in the proper performance of their duties. 

For how long does Arthur keep data?

If your application for employment is unsuccessful, Arthur will delete your data after the end of the relevant recruitment process unless it thinks you may be suitable for future employment. If you agree to allow Arthur to keep your personal data on file, Arthur will hold your data on file for a further period of one year (or such other period as shall be agreed) for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Arthur to change incorrect or incomplete data;
• require Arthur to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Arthur is relying on its legitimate interests as the legal ground for processing; and
• ask Arthur to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Arthur’s legitimate grounds for processing data.

You can make a subject access request by sending a request by email to the Data Protection Officer.

If you believe that Arthur has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Arthur during the recruitment process. However, if you do not provide the information, Arthur may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Automated decision-making

Recruitment processes are not based on automated decision-making.

Commitment

We are committed to complying with the GDPR. Protecting your privacy online is an evolving area, and the Site is constantly evolving to meet these demands. If you have any comments or questions or objections regarding our Privacy Notice, please contact us at gurdeep.clair@arthuronline.co.uk. While we cannot guarantee privacy perfection, we will address any issue to the best of our abilities as soon as possible.  This privacy notice was last updated on 3 March 2023.

You have the right to lodge a complaint with the Information Commissioner’s Office in the UK on the basis that this is where Arthur is established.

Arthur reserves the right to change this Privacy Notice at any time and in the event of change we intend to take every reasonable step to ensure that these changes are brought to your attention by posting all changes prominently on the Site for a reasonable period of time. If in the event that we sell our business, customer information may be one of the transferred business assets. If this happens, your information will still be subject to this policy.

Further Information

Questions regarding this Statement or the practices of this Site should be directed to Arthur by e-mailing such questions to gurdeep.clair@arthuronline.co.uk with the subject “Privacy Statement Enquiry” or by post addressed to Arthur Online Limited, Re: Privacy Statement Enquiry at the company’s registered office from time to time. Details of the company’s registered office are available on the Site. Arthur takes every effort to ensure that the information published on the Site is accurate. However, Arthur cannot accept any liability for the accuracy or content. Visitors who rely on this information do so at their own risk. General information about data protection may be found at: Information Commissioner’s website.