Job Applicants Privacy Policy

Job Applicants Privacy Policy (“Policy”) describes the types of personal information that Janes Group UK Limited (or any of its affiliates) together referred herein as “Janes”, “ours”, “we”) may collect during the application and recruitment process, how we may use this information, with whom we may share this information, and how to access and update this information.

This Policy applies to the personal information about job applicants (“you”, “Applicant”) that you or anyone else may provide (on your or Jane’s behalf) to Janes during the application and recruitment process (“Applicant Data”) including through our jobs sites and recruitment platforms. Your use of the   corporate site at Janes.com is covered by https://www.janes.com/policies-info/privacy-policy

Janes are committed to being transparent about how we collect and use that data and in meeting its data protection obligations.

Applicant Data that we collect

Janes (and screening agencies appointed by Janes) collects a range of information about you that you share with us and/or that we may obtain from third parties such as your former employers, references, employment screening agencies, recruitment agencies and other websites. This includes:

• name, address email address and telephone number and other contact information; and, name and contact information of your next in kin or contact in emergency.
• resume, details of your qualifications, skills, experience and employment history, professional licences and certification, job skills and education/academic information.
• information about your remuneration history, including benefit entitlements, relocation willingness and other job preferences.
• reference information, employers feedback, and information received from background checks.
• whether you have a disability for which Janes needs to make reasonable adjustments during the recruitment process.
• information about your entitlement to work in the UK; and
• equal opportunities monitoring information willingly provided by you (and as permitted or required by local law or regulation), including information about your ethnic origin, sexual orientation, health, and religion or belief.
• Any additional information provided or revealed during the application and recruitment process.

We may collect aforementioned Applicant Data in a variety of ways. For example, information might be contained in application forms or CVs/resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, questionnaires.

We may also collect Applicant Data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Applicant Data will be stored in a range of different places, including on your application record, in our Janes centralised human resource systems or a third party applicant processing system and electronic mailing  system.  Such information shall be kept secured at all times, in accordance with Janes information security policies

Janes does not request sensitive personal information, such as nationality, citizenship, race, ethnic origin or health information, unless permitted or required by local law or regulation, such as for equal opportunity measures or tax purposes.

Why does Janes collect and process Applicant Data? – Grounds for Processing 

Janes has a legitimate interest in collection, use and otherwise processing your Applicant Data during the recruitment process and for keeping records of the process for human resources and business management purposes, including:

• to manage the recruitment process, assess and evaluate and confirm your suitability for employment and to communicate with you.
• to respond to and defend against legal claims.
• to take steps at your request prior to entering into a contract with you and   to enter into a contract with you.
• to ensure compliance with legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
• Janes may collect and process health information if it needs to make reasonable adjustments to the recruitment process for applicants who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
• Where Janes, in accordance with applicable regulations and laws, processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time by contacting the Talent Acquisition team (Talent.Acquisition@janes.com).
• Janes may be obligated to seek information about criminal convictions and offences. Where Janes seeks this information, it does so because it is necessary for comply with a regulatory requirement to establish whether an individual has committed an unlawful act or been involved in dishonesty or other improper conduct. If your application is unsuccessful, Janes will keep your personal data on file in case there are future employment opportunities for which you may be suited. Janes will ask for your consent before it keeps your data for this purpose, and you are free to withdraw your consent at any time by contacting the Talent Acquisition team (Talent.Acquisition@janes.com).

Who has access to Applicant Data? – Disclosure of Applicant Data

Applicant Data may be shared internally for the purposes of the application and recruitment management processes. Sharing of Applicant Data may be with members of the HR and recruitment team, interviewers involved in the recruitment process, hiring managers and other relevant members of the business involved in decision making for the hiring.

Janes will not share your data with third parties unless your application for employment is successful and an offer of employment is made. Once successful, Janes   may share your data with former employers to obtain references for you, employment related services providers (incl. employment background check providers) and the Disclosure and Barring Service to obtain necessary criminal records checks. These third parties are required to use appropriate measures to protect the confidentiality and security of your Applicant Data.

Janes may also be required to disclose certain Applicant Data to third parties as required by law or regulation (e.g., to tax and social security authorities) or in response to legal process or lawful requests by public authorities, including to meet national security or law enforcement requirements.

We will also share your Applicant Data with third parties if we have your consent, or (1) to detect, investigate and help prevent fraud, security, or technical issues; (2) to protect the rights, property, or safety of Janes and our users, applicants, candidates, employees, and others; and (3) as part of a corporate transaction, such as a transfer of assets or an acquisition by or merger with another company.

How does Janes protect Applicant Data? – Security and Confidentiality

Janes is committed to using appropriate technical and organizational measures designed to protect the security and confidentiality of your Applicant Data. Janes has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Janes keep Applicant Data? – Retention of Applicant Data

If you are hired by Janes, your Applicant Data gathered during the recruitment process will be transferred to your personnel file and used and retained during your employment in accordance with applicable law and applicable employee privacy notice.

If your application for employment is unsuccessful and if you agree to allow us to keep your personal data on file, Janes will hold your data on file for a further fixed period in accordance with our record retention protocols, for consideration of future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed. If you do not wish us to retain your Applicant Data, please contact the Talent Acquisition team at Talent.Acquisition@janes.com. Please note, however, that some information may be retained as necessary to comply with our legal obligations.

Your rights

• As a data subject, you have the right under certain privacy and data protection laws, as may be applicable, to access and obtain a copy of your data upon request;
• require Janes  to change incorrect or incomplete data;
• require Janes to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Janes is relying on its legitimate interests as the legal ground for processing; and
• ask Janes to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the Jane's legitimate grounds for processing data.

If you would like to exercise any of these rights or if you have any questions about this policy or our processing of your data more generally, please contact the Talent Acquisition team (Talent.Acquisition@janes.com)

What if you do not provide Applicant Data?

You are under no statutory or contractual obligation to provide Applicant Data or any element thereof, to Janes during the recruitment process. However, if you do not provide requested or mandatory Applicant Data, then Janes may not be able to process your application. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Transferring Applicant Data

Janes is a global company with offices in various locations. Your Applicant Data may be stored and processed in your region or another country where Janes affiliates are based. We take steps to ensure that your Applicant Data continues to be protected wherever it is located in a manner consistent with the standards of protection required under applicable law.

Changes to this Policy

We will update this Policy from time to time. We will post the revised Policy with an updated revision date on the Janes recruitment corporate site and platform. If we make any material changes, we will provide notice through these sites or by other means.

Contact

The controller of your Applicant Data is the hiring affiliate of Janes. If you have any questions, comments, complaints, or requests regarding this Policy or our processing of your information, please contact: Data Protection Officer, Janes Group UK Limited, 69, Park Lane, Croydon, CR0 1 JD  or via an email at Legal-Janes@Janes.com . You may also lodge a complaint with the data protection authority in the applicable jurisdiction. The controller of your Applicant Data is the hiring Janes affiliate.