Recruitment Data Privacy Notice
Who we are
ETL (Essentia Trading Limited) (“we” or “us”) gather and process your personal information in accordance with this privacy notice and in compliance with the General Data Protection Regulation (“GDPR”). This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data during a recruitment process.
ETL (Essentia Trading Limited) registered office is at India House, 45 Curlew Street, London, SE1 2ND and we are a company registered in England and Wales under company number 08493283 and act as the data controller/data processor when processing your data. Our designated Data Protection Officer, can be contacted at India House, 2nd Floor, 45 Curlew Street, London, SE1 2ND.
Information that we collect
During a recruitment process ETL (Essentia Trading Limited) will collect and process personal data about you to access your appropriateness for the position you have applied for. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The sorts of personal data that we may collect from you are listed below:
Such as: name, phone number, email address, current employer, information contained within your curriculum vitae (employment history, education, qualifications, salary, personal interests). We will also document your performance at interviews and any assessments you undertake as part of the recruitment process.
We may ask for information provided through your third-party reference contacts.
Information about your professional life contained in your social media accounts e,g Twitter or LinkedIn
Where it is deemed necessary and we are permitted to do so by law, we may collect information about any criminal convictions you have. Occasionally, we may also request and collect data relating to any health conditions or disabilities you have, this may assist us with making provision if you require assistance or adjustments to be made for you to attend an interview.
We collect information in the following ways:
- Directly from you, most typically during the recruitment process, such as CVs, application forms and new starter documentation.
- Indirectly from you, such as through a recruitment agency.
- From third parties, such as when we obtain employment references before contract commencement.
How we use your personal data
We take your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.
We may use your data in the following ways
To improve our recruitment process i.e. to ensure our job descriptions are accurate and representative of the role being advertise or to ensure that our careers page on our website is user-friendly.
Process your application such as assessing your ability to meet the requirements of the job specification. We may verify references and professional qualifications
We may verify data provided during the recruitment process/ or collect personal data about you to assist with pre-employment checks. You will be notified in advance of these checks taking place. If we are required to collect data about you regarding criminal convictions we will only do so via authorised sources and in accordance with applicable law.
Who is your recruitment data disclosed to?
Your personal recruitment data will not be shared outside of our company unless there is a duty to do so to comply with any legal or regulatory requirement or to protect the property or safety our organisation or others.
We will occasionally provide anonymous statistical information about our recruitment process to appropriate and reputable third-parties.
You have the right to access any personal information that we process about you and to request information about:
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
How long we keep your data
We only ever retain personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We will retain your personal recruitment data for as long as necessary in connection with your application for a position in our company. If you are unsuccessful in your application or turn down a position offered to you we will retain your recruitment data for a period of 3 months.
If your application is successful then we retain your recruitment data within your employee records.
We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data.
The transmission of information via the internet or email is not completely secure. Although we will take all reasonable measures and precautions to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk.
We have put in place security measures to prevent your data from alteration, loss, disclosure or destruction. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
Where we have given you (or where you have chosen) a password so that you can access our services, you are responsible for keeping this password confidential. You should choose a password that is not easy for someone to guess.
In the event of a data breach we will notify the ICO and the affected party.
Data storage and the transfer of your data
All of our core data is stored on servers in EU countries. As part of the services offered to you, for example through our marketing communications, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA). We use remote server hosts to provide these and other elements of our services, which may be based outside of the EEA, or use servers based outside of the EEA – this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the EEA who work for one of our suppliers or staff working for us when temporarily outside of the EEA.
A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If you use our service whilst outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services.
Questions and additional information
We only process your personal information in compliance with this privacy notice and in accordance with the GDPR data protection laws. If, however you have any concerns regarding the processing of your recruitment data or are unsatisfied with how we have handled your information, you should in the first instance contact the company Data Protection Officer. If you are still dissatisfied you have the right to contact the supervisory authority, in the UK, the Data Protection Authority is the Information Commissioner’s Office.
ETL (Essentia Trading Limited)
Data Protection Officer
Tel: 020 3976 3000
Updates to this notice
We reserve the right to change this notice from time to time in order to reflect changes in the law, regulatory guidance or our data privacy practices in compliance with the law. When updates occur the most recent version will be published on our website careers page.