At Pay4 we take the protection of any personal data we collect very seriously. This privacy notice is intended to provide you with details of how we collect and use your data as well as explaining your rights as a data subject.
Please read this notice carefully to fully understand that by applying for a role, you are agreeing to the use of your personal information as described in this notice.
Under the EU’s General Data Protection Regulation personal data is defined as:
‘any information relating to an identified or identifiable natural person (data subject).’
All the information you share with us during the recruitment process will only be used for the purposes of progressing your application. We will contact you via the contact details you have given, and we will use all the other information you provide, to assess the suitability of your application for the advertised role.
We will ask for details about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Failure to provide adequate requested information may result in us being unable to progress your application further. Therefore, processing your personal data is necessary to take steps at your request prior to potentially entering into an employment contract.
You may be shortlisted to attend an informal introductory meeting, a more structured interview or both. Information will be generated by both yourself and us. For example you may supply details of qualifications and we are likely to take notes of any interview.
It is Pay4’s policy not to communicate directly with individuals recruited via a recruitment agency and who have not been successful in being shortlisted for interview.
If you have applied for a role online, then we may use a third-party recruitment agency to support us by providing elements of our recruitment service. This service may include shortlisting applicants for interview. However, any third party we work with, cannot do anything with your personal information unless we have instructed them to do so. This means they cannot share your information with any other organisation other than us and they cannot hold your information any longer than for the retention period detailed below. Full details of the third-party service providers we use are available from our Data Protection Representative on request (detailed below).
We will not share any of the information you have provided with any third-parties for marketing purposes or store any of your information outside of the European Economic Area.
If you are unsuccessful then the information you have provided up to that point will be retained for six months following the date from which the role was filled.
If you are successful, the information you have provided throughout the recruitment process will be retained by us as part of your employee file. Details of how long we retain information following the end of your employment are detailed in Pay4’s record retention schedule and available from the Data Protection Representative on request.
If we make a conditional offer of employment, then we may need some addition information to carry out pre-employment checks. You must successfully complete these pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. We will therefore require:
If we make a formal offer, we will also require:
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
At your request Pay4 can confirm what information we hold about you and how it is processed. If Pay4 does hold personal data about you, you can request the following information:
In the event that you wish to make a complaint about how your personal data is being processed by Pay4 (or third parties as mentioned above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and / or Pay4’s Data Protection Representative.
The details for each of these contacts are:
|Supervisory authority contact details||Data Protection Representative|
|Contact Name:||Information Governance department||Data Protection Representative|
|Address line 1:||Information Commissioner’s Office||Pay4|
|Address line 2:||Wycliffe House||1st Floor, Southgate House|
|Address line 3:||Water Lane||Southgate Street|
|Address line 4:||Wilmslow, Cheshire||Gloucestershire|
|Address line 5:||SK9 5AF||GL1 1UD|
|Telephone:||+44 (0) 303 123 1113||+44 (0) 3332 021715|