Candidate Privacy Policy
This Privacy Notice contains important information about the way in which we use, share and store your personal information. Please take some time to read it carefully.
This Notice is relevant to you because you are applying for work with Harrison Drury & Co Limited (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR) and Data Protection Act 2018.
About us
Harrison Drury & Co Limited (“the Company”) provides legal services to our clients in accordance with their instructions.
In addition, we carry out business development, deliver training and raise awareness of current legal issues relevant to our clients, referrers and the wider community. We are also involved in pro bono work and support for our community.
The Company is the Data Controller for the purpose of the General Data Protection Regulation (“GDPR”) in respect of personal data supplied to us. We are responsible for deciding how we hold and use personal information.
We are registered with the Information Commissioners Office, registration number Z2502402.
Purpose of this notice
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Our aim
We aim to comply with data protection law. This means that the personal information that we hold about you must be:
- used lawfully, fairly and in a transparent manner;
- collected only for valid purposes that we have clearly explained to you, and not used in any way that is not compatible with those purposes;
- relevant to the purposes we have told you about and limited only to those purposes;
- accurate and kept up to date;
- kept only as long as necessary for the purposes we have told you about;
- kept securely
Contact us
You may have questions about this notice or your personal data generally. If so, please address them to our Risk and Compliance Manager, who is our nominated data protection representative.
Our Address: Harrison Drury & Co Limited, 1a Chapel Street, Winckley Square, Preston, PR1 8BU
Email: enquiries@harrison-drury.com
What personal information do we hold and use?
Personal data, and/or personal information, means any information which identifies a living individual.
It does not include data where the identity has been removed (anonymous data).
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter or application form.
- Any information you provide to us during an interview
- Any test results used as part of the recruitment process.
Special category data
We may also collect, store and use the following “special categories” of more sensitive personal information.
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
Information about Criminal Convictions
We will process information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
- We are legally required by the Solicitors Regulation Authority to carry out criminal record checks for those carrying out roles within the conveyancing department.
How is your Personal Information Collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Recruitment agencies, who may submit your CV to us.
- Previous employers/third parties, who may provide references.
How we use your personal information and for what purpose
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
The situations in which we will process your personal information and special category data are listed in the table below along with our legal basis for doing so.
| Purpose/Activity
|
Type of data
|
Lawful basis for processing including basis of legitimate interest
|
| Assess your skills, qualifications, and suitability for the role.
|
(a) Identity
(b) Contact (d) Profile
|
Necessary for our Legitimate Business Interests and your own legitimate interests
Comply with legal or regulatory requirements
|
| Identification documents | (a) Identity
(b) Contact (d) Profile (e) Special Category Data |
Necessary for our Legitimate Business Interests and your own legitimate interests
To comply with a legal obligation
Processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment |
| Information relating to finance including current salary | (a) Identity
(b) Contact (c) Financial (d) Profile |
Necessary to comply with a
legal obligation
Necessary for our Legitimate Business Interests and your legitimate interests |
| Communicate with you about the recruitment process.
|
a) Identity
(b) Contact
|
Necessary for our Legitimate Business Interests and your own legitimate interests
|
| Keep records related to our hiring processes
|
(a) Identity
(b) Contact (d) Profile |
Necessary for our Legitimate Business Interests and your own legitimate interests
Comply with legal or regulatory requirements
|
| We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. | (a) Identity
(b) Contact (d) Profile (e) Special Category data |
Comply with legal or regulatory requirements
Necessary for our Legitimate Business Interests |
| We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. | (e) Special Category data | Necessary for our Legitimate Business Interests
|
| CCTV footage. Biometric data collected if you were to visit one of our offices for an interview/to hand documents in at reception. | (e) Special Category data | Necessary for our legitimate
interests and for your legitimate interests.
Necessary for reasons of substantial public interest.
Processing is necessary to protect the vital interests of the data subject or of another natural person |
- Identity: Identification documents including: passport, household utility bill, driver’s license, marriage certificate, date of birth
- Contact: any contact information including: address, email address, telephone number
- Financial: information relating to finance including salary
- Profile Data: qualifications, previous experience, references
- Special Category data: sensitive personal information as set out below
Having received your CV and covering letter or application form we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references ask you to provide proof of the right to work in the UK and any relevant qualifications before confirming your appointment.
If you fail to provide personal Information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Third parties
Why might you share my personal information with third parties?
We do not envisage that we will need to share your personal information with any third parties for the purposes of processing your application. However, should we use a third-party service provider they are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Automated Decision Making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
How we store your personal information and for how long
We will retain your personal information for a period of up to 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
Your rights
In addition to your right to be informed of the grounds for the Company’s processing of your data, you are also advised of the following rights relating to the processing of your personal data:
Right of access
You have the right to access your data and to ensure that our grounds for processing your data are legitimate.
Any information requested will be provided free of charge unless the Company believes any data access request to be unfounded, excessive or repetitive in nature. In these circumstances, the Company can charge a fee that it believes to be reasonable based on the nature of the request.
Any subject access request will be responded to within one calendar month unless it is particularly complex or numerous requests are made. In these circumstances, the Company has up to two months to respond to you.
Right to rectification
If you become aware that any of your personal data that we hold is in any way inaccurate or incomplete, you have the right to have this data rectified.
If the data has been disclosed to any third party, we will inform them of the rectification and advise you of which third parties have received your data.
This will be addressed within one calendar month unless the request is complex in which case the period will be two months.
Right to erasure
In certain circumstances, you have the right to have any personal data we hold for you to be erased. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Right to object to processing
You have the right to object to the processing of your personal data where we have a legitimate interest for processing that data.
Any objection must be based on grounds relating to your particular situation and we may continue to process your personal data if we identify legitimate grounds for continuing to do so and which override your personal interests and also for the establishment, exercise or defence of legal claims.
It is your absolute right to object to the processing of your personal data in relation to direct marketing at any time.
Right to restrict processing
You have the right to request that we suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Right to withdraw consent
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact HR. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, we will dispose of your personal data securely.
For further information about your rights please visit the Information Commissioner’s Office website at: www.ico.org.uk
Where to make a complaint about data protection
We hope that we can resolve any query or concern you raise about our use of your personal data, however, in the event you wish to make a complaint on any issue regarding your personal data or this Notice please write to our Risk and Compliance Manager, details contained above.
In the event you are not satisfied with the outcome of your complaint, you may write to the Information Commissioner’s Office at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
You can also contact the Information Commissioner’s Office using their online form by visiting: www.ico.org.uk
Changes to this Privacy Notice
We want you to feel reassured as to how we handle your personal data and aim to meet high standards and so our policies and processes are subject to review.
We reserve the right to change this Notice as and when required and if we do we will inform you usually by email and/or by publishing the updated content on our website: www.harrison-drury.com
Do you need extra help? Please contact us if you would like to receive this Notice in another format.