Recruitment privacy notice

Get Glossy Limited resourcing privacy notice

Get Glossy Limited respect your rights to privacy.

We process your personal data in line with our responsibilities under the United Kingdom General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 (DPA 2018).

This Privacy Notice explains the personal data that we collect from you and how we use your information.

This privacy notice is specific to the processes carried out by the Resourcing team(s), which include job application and pre-employment checking e.g., reference checking.

In this Privacy Notice, references to ‘us’, ‘our’ or ‘we’ are to Get Glossy Limited. Everything that we do with your data – for example storing it, working with it or deleting it – is referred to as “processing”.

Who does this apply to?

This privacy notices applies to anyone who creates a profile on our recruitment system, anyone who proceeds to make a job application and/or is offered a role with Get Glossy Limited.

Who is processing my personal data?

Indeed job search is the Controller of any personal data collected through their website and processed by Get Glossy Limited. Any data we collect will be held in line with our data retention periods. Get Glossy Limited also collects candidate data through our online form. In this instance Get Glossy Limited is the data controller and therefore any unsuccessful candidates information will be deleted within six months. If a candidate is successful then their data will be held in line with our data retention policy and our legitimate interests.

The personal data we collect

We will collect, store and use the personal data provided by you to manage and monitor any recruitment and pre-employment checking processes as part of your job application to Get Glossy Limited.

The personal data you have provided to us as part of recruitment and pre-employment checking processes, includes, but is not limited to:
• Personal details e.g. names, e-mail address, home address, phone numbers etc.
• Screening/Selection Information e.g. your CV /Resume, education results, work experience
• Information you have provided relevant to any reasonable adjustments you may need as part of the recruitment process
• Information provided by you which is required for a final employment contract and creation of an employee record e.g. date or birth, national insurance number, bank account details
• Information provided by third parties e.g. external testing providers or Head-hunters engaged by us as part of the recruitment and pre-employment processes
• Information you have provided regarding Protected Characteristics (Equality Act and s.75 of the Northern Ireland Act) for the purpose of equal opportunities monitoring. This includes racial or ethnic origin, religious beliefs, disability status, and gender identification and may be extended to include other protected characteristics.

We consider the lawful bases for processing to be:

For Personal Data
• We have your consent (UK GDPR Article 6(1)(a)); or
• The processing is necessary for the performance of a contract to which the data subject is party to or in order to take steps at the request of the data subject prior to entering into a contract (UK GDPR Article 6(1)(b));
• The processing is necessary in order to comply with a legal obligation (including employment law) (UK GDPR Article 6 (1)(c));
• We may ask you to provide feedback about your recruitment experience and our processes. The lawful basis for processing this data will be for the necessary purposes of our legitimate interests, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject (UK GDPR Article 6(1)(f)).

For Special Category Data
• The data subject has given explicit consent to the processing of personal data for one or more specified purposes (UK GDPR Article 9 (2)(a)), or;
• The 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 (UK GDPR Article 9 (2)(b));
• The processing is necessary for the purpose of equal opportunities monitoring (UK GDPR Article 9(2)(g) and Section 10 of the Data Protection Act 2018);
• The processing is necessary for the provision of preventative or occupational treatment and care (supporting reasonable adjustments during the recruitment process) (UK GDPR Article 9(2)(h)).

In compliance with DPA 2018, our Safeguards policy provides further information about the processing of special category.
If you would like to know more about the processing or reasons we are using your personal data, please contact the Get Glossy Limited Resourcing Team on Recruitment@getglossy.co.uk. in the first instance. Details about the lawful basis for processing personal data can be found on the Information Commissioner’s website here https://ico.org.uk/

Who we share your personal data with

We will only share your personal data where there is a legitimate reason to do so. We may share your personal data with:
• Internal departments within Get Glossy Limited who are involved in the recruitment process, such as hiring managers, the HR department, and the department where the vacancy exists.
• External organisations that provide services to us, such as recruitment agencies, external panel members, and service providers for background checks.
• Government departments, law enforcement agencies, and regulatory bodies when required to do so by law, or for the prevention and detection of crime.
• Third-party service providers who handle and process your data on our behalf for the purposes of providing IT and system administration services.

How we protect your personal data

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed.

Our security measures include:
• Access control mechanisms to ensure only authorised personnel have access to your personal
data.
• Regular cybersecurity training for our staff.
• Regular audits and inspections of our data protection measures.

How long we keep your personal data

We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Unsuccessful candidates will have their data deleted by Get Glossy Limited within six months. The data may still be available on the recruitment website indeed job search.

After this period, your personal data will be securely destroyed in accordance with our data retention policy and applicable laws and regulations.

Your rights

Under data protection laws, you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data, and (where the lawful ground of processing is consent) to withdraw consent. If you wish to exercise any of the rights set out above, please contact our the recruitment team using the contact details provided earlier in this notice. You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

Contact us

If you have any questions about this privacy notice or how we handle your personal data, please contact the recruitment team at the details provided earlier.

This privacy notice was last updated in November 2023.