Your choice and consent
Providing application data is voluntary. However, if you choose not to submit requested candidate data, our ability to consider you as a candidate may be limited. By submitting your application data:
- You declare that you have read, understood and accept this Privacy Notice.
- You declare that the information given in your application is complete and true to the best of your knowledge, and understand that incorrect statements could lead to your application being rejected.
- You authorise Allwyn LS to verify statements contained in this application and to make any necessary reference checks.
- Allwyn LS reserves the right to modify this policy by updates following changes in employment and/or data protection legislation.
Data we collect and process about you
This Privacy Notice covers any candidate data you submit to Allwyn LS during the recruitment process, including, but not limited to, the following information:
- Contact and identification data
name, surname, address, e-mail address and telephone number, date of birth, nationality, marital status, profession, pictures
- Evaluation data
Information included in CV or cover letter, employment history, academic background, skills and competencies, qualifications, experience, education, personal interests, languages spoken, questionnaire results, results from exams/evaluation tests taken by you during the recruitment process (if any), job preferences and type of employment sought, willingness to relocate, current and historic salary details together with salary expectations.
- Other data
Names and contact details for references. Please note that it is your responsibility to obtain consent from your references prior to providing us personal information about them.
We do not request or collect sensitive data for our recruitment process. However if you choose to provide us with such data you consent to the collection, use and disclosure of sensitive data as permitted by applicable privacy laws. Allwyn LS may collect data directly from you or from third parties, for example when conducting a background check or employment reference. This is subject to your consent, where required by law. For the avoidance of doubt, Allwyn LS does not wish to receive any confidential or proprietary information which you have received from your previous employers.
- Contact You: We use the contact details we collect from you in order to communicate with you, arrange an interview with you and/or inform you on your suitability for the job or for further career opportunities.
- Employment purposes: We use the information we collect from you in order to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. In case your application results in a job offer, the data collected will become part of your employment record and will be used for employment purposes.
- Participation in exams and/or evaluation tests: We may collect your information to process your requests, inquiries and applications with the purpose of your participation in exams and/or evaluation tests provided by us.
- Other legitimate interests: We may use your information when necessary for other legitimate interests, provided that such interests are not overridden by your interests, rights and freedoms in relation to your personal data.
Who can access your data?
Your data may be shared internally for the purposes of the recruitment exercise. This includes Office Management teams, HR and recruitment teams, interviewers, managers, potential future line managers, IT staff and selected third parties supporting the recruitment projects, if access to the data is necessary for the performance of their roles.
We may also share your personal data with:
- Business Partners
We may share your personal data with our affiliates and/or business partners, who may wish to assess and confirm a candidate’s suitability for employment. These affiliates and/or business partners are also subject to written declarations of confidentiality and secrecy and present adequate assurances for the safety of your personal data.
- Service Providers
We may share your personal data with third parties service providers that perform certain services on our behalf. These services may include recruitment services, cloud storage services, hosting services, e-mail distribution and other related services. Service providers may have access to personal data needed to perform their functions and are not allowed to share or use such information for any other purposes. In any case, we will share only the minimum amount of personal data with these service providers that they need to perform their tasks. These service providers are also subject to written declarations of confidentiality and secrecy and present adequate assurances for the safety of your personal data.
- Organisations providing exams and/or evaluation tests
When you take an exam and/or evaluation test during our recruitment process, we shall share certain personal data (name, surname, e-mail address, results of exams/tests) with organisations and/or companies that offer the relevant exams and/or evaluation tests. The transfer of data to these organisations and/or companies is necessary for your participation in the relevant exams and/or evaluation tests. However, these organisations and/or companies are independent (in relation to the Company) Data Controllers and are solely responsible and liable for the processing and use of such data and the Company has no liability whatsoever for the processing of your personal data by them.
- Public authorities
When we believe disclosure is appropriate in connection with efforts to investigate, prevent, or take other action regarding illegal activity, suspected fraud or other wrongdoing or when we are required to do so by applicable law or a judicial proceeding, court order or legal process, we may share your personal data with competent public Authorities.
Your personal data shall not be kept for longer than is necessary for the recruitment process. If your application for employment is unsuccessful, we will hold your data on file for twelve (12) months after receipt for consideration for future employment opportunities, only with your consent.
At the end of the above period, or once you withdraw your consent, your data is deleted or destroyed safely.If your application has been successful and you are hired, the corresponding application data will be used in connection with your employment consistent with data protection policies.
We have internal policies and controls in place to ensure to the extent possible that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees in the proper performance of their duties and third parties mentioned above.
We handle job application data in accordance with the laws of the United Kingdom, Ireland and the EU REGULATION 679/2016 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) and the relevant data protection legislation which is applicable. Where the law provides less protection than this Data Protection Statement, we will handle your data in accordance with this Statement. As your data controller, we have registered with the ‘Information Commissioner’s Office’ as required under the Data Protection Act1998 and are listed in the ‘Data Protection Public Register’.
We may transfer and process your personal data worldwide in places where our data processing operations are located.To the extent that international data transfers take place, we will seek and obtain assurances that any information we may transfer is safeguarded adequately and in accordance with the requirements of applicable privacy laws.
Your rights as a candidate
You may exercise the following rights in relation to your candidate data:
- Right of access
You can ask us whether or not we are processing your personal data. You may also access the personal data we maintain about you.
- Right to rectification
You can review and update any inaccurate personal data. You may also ask for any addition or correction to incomplete personal data.
- Right to erasure (“right to be forgotten”)
You can ask us to erase any of your personal data that is no longer necessary in relation to the purposes for which they were collected or in cases where you have withdrawn your consent.
- Right to withdraw your consent
You can withdraw your consent at any time. The withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
- Right to restriction of processing
You can ask us to restrict the use of your personal data when you believe your data is not accurate or you deem that we no longer need your personal data for the above purposes.
- Right to data portability
You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and you can ask us to transmit this data to another controller without hindrance from us. You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and you can ask us to transmit this data to another controller without hindrance from us.
- Right to object
You have the right to object, on any legitimate grounds, at any time to processing of your personal data.
- Right to submit complaints
to the Irish Data Protection Commissioner, UK Information Commissioner’s Office and Hellenic Data Protection Authority.
How to contact us
If you have any questions regarding this privacy notice, please do not hesitate to contact us: email@example.com.
This document will be reviewed 12 months after the issue date and every 12 months thereafter.
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All rights reserved. Allwyn LS takes all reasonable measures to ensure that the information on this site is accurate. Nevertheless, Allwyn LS gives no representation or warranty, whether express or implied, regarding this site or its contents, including, without limitation, any warranty of accuracy or completeness of the site or its contents.
Any decision made by a visitor to this site based on information contained in this site is the sole responsibility of that visitor. Neither Allwyn LS not any of its directors, employees or agents accepts any liability for loss or damage including, without limitation, any special, direct, indirect or consequential loss or damage or other losses or damage of whatsoever nature arising out of or relating to the use of this site or its contents.
As a visitor to this site, you acknowledge that you have read, understood and agreed to be bound by this Disclaimer. Allwyn LS has not reviewed and accepts no responsibility for any information contained in any other website accessed by a visitor by hyperlink from this site or from which a visitor visited this site by hyperlink. Allwyn LSaccepts no liability for any special, direct, indirect, consequential or other losses or damages of whatsoever kind arising out of access to, or the use of, any website linked by hyperlink to this site or any information contained therein.