Privacy policy for recruitment using Teamtailor
Privacy policy for Recruitment
The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of Indicia Worldwide ("Controller")
This recruitment privacy notice describes who Indicia Worldwide are, where we obtain personal information, what we do with it and how we ensure data protection rights are respected wherever the individual resides. It applies to all individuals whose personal information we process for the purpose of managing and facilitating the recruitment process for our organisation.
Who we are
Indicia Worldwide is the brand name for Konica Minolta Marketing Services Limited (company number 03743483), a wholly owned subsidiary of Konica Minolta Ltd.
We are an insight-led marketing and communications agency with global production reach.
When and How we collect personal information
We collect personal information about individuals when individuals:
- make an application through the Service or otherwise, adding personal information about themselves either personally or by using a third-party source such as LinkedIn
- use the Service to connect with our staff, adding personal information about themselves either personally or by using a third-party source such as LinkedIn.
- provide personal information in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure.
In some cases, existing Indicia Worldwide employees can make recommendations about potential applicants. Such employees will add personal information about a potential applicant and where this is made, the potential applicant and will be informed about the processing within one month.
The types of personal information collected and processed
The categories of personal information that can be collected through the service can be used to identify natural persons including names, e-mails, pictures and videos, education and career history, and other information that the individual or others have provided through the service. Only data that is relevant for the recruitment process is collected and processed.
Purpose and lawfulness of processing
We use a lawful basis for processing your personal information for recruitment as follows:
- Processing based on a legitimate interest
- Processing based on your consent
Processing special categories of data
special categories of data that are considered especially sensitive and so can only be processed under certain conditions.
We will ask your consent should we require any of this type of data as part of the recruitment service.
Sharing your personal information
We sometimes share your personal information with trusted third parties to support our business activities:
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- We carry out data protection due diligence on all our 3rd parties whom we share personal information with.
- If we store your data with a 3rd party, we will ensure your data is encrypted and properly protected by the terms of our contract.
- If storing your data outside of the UK and EU, we with always ensure we have carried out an assessment of that countries adequacy and put in place Standard Contractual Clauses.
- All the third parties we use may only use your data for the exact purposes we specify in our contract with them, and we work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are as follows:
- IT companies who support our websites and other business systems.
- Data insight companies to ensure your details are up to date and accurate.
Sharing your data with third parties for their own purposes:
We will only do this in very specific circumstances, for example:
- For fraud management, we may share information about fraudulent or potentially fraudulent activity which could include sharing data about individuals with law enforcement bodies.
- We may also be required to disclose your personal information to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
How long we will keep your personal information
We will process and retain your personal information for as long as is necessary to facilitate and manage the recruitment process, and to comply with any applicable legal obligations.
The exception to this is if, as a result of you making a lawful request, where we are required by law to stop processing or storing your personal information.
Your rights as a data subject
We respect your rights regarding the processing of your personal information, and we have processes in place to ensure we can support these regardless of where you reside in the world.
Right to be informed
You have the right to be informed about how we process your personal information. The purpose of this privacy policy is to provide you with this information.
Right to data access
You have the right to request we provide you with details of all the personal information they hold on you. If you would like us to provide you with these details, please submit a request by clicking here.
Right to rectification
You have the right to request that we correct any data that you identify as inaccurate or missing. If you require us to do this, please submit a request by clicking here.
Right to be forgotten
You have the right to request that we remove your personal information from all processing activities. If you require us to remove your personal information from our records, please submit a request by clicking here.
Right to restriction of processing
You have the right to request that we restrict the processing that we do on your personal information. If you wish to exercise this right, please submit a request by clicking here.
Right to data portability
You have the right to request that we transfer a copy of your personal information in a secure and safe way to allow you to use this for another purpose.
Right to object
You have the right to request that your data is not processed by us. To exercise this right, please submit a request by clicking here.
Rights in relation to automated decision making
You have the right to be informed of the existence of automated decision-making, including profiling and where consent is relied upon the right to withdraw that consent at any time.
If you are based in the USA you have the additional rights under the California Consumer Privacy Act (CCPA) which we will abide by:
If you would like us to provide you with these details, please submit a request by clicking here.
Data retention
We are committed to only holding personal information where there is a valid reason for doing so and for no longer than is necessary for fulfilling that purpose. Personal information is retained in line with our internal data retention policy.
We will retain your personal information as part of the recruitment process for a period of 12 months but will obtain your consent to retain your information for longer periods of time, in consideration of other employment opportunities.
If you join Indicia Worldwide as a member of staff, your data will be processed in accordance with our staff data privacy notice.
Keeping your information secure
All personal information that is provided to us is stored on secure servers. We have put in place (and require anyone we share your information with to put in place) appropriate measures to protect the security of your information.
In addition, we limit access to this information to those of our employees, agents, contractors and other third parties who have a business need to know. We will require them only to process personal information on our instructions and they are subject to a duty of confidentiality.
Who to contact
We hope this Privacy Notice has been helpful in setting out the way we handle your personal information and your rights to control it.
If you have any questions that haven’t been covered, please submit your request to: Lesley Roe, Global Data Protection Officer on +44 (117)934 0700, or follow this link: submit a request on our website here.
If you feel that your personal information has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113, or going online to www.ico.org.uk/concerns
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
As Indicia Worldwide conducts activities in the EEA, we have engaged with a EU representative who you can contact questions or queries. Please submit a request on our website here: submit a request on our website here.
